Executive Office Coordinator

Role overview

This position supports the General Manager’s office by keeping daily operations organized, efficient, and well-coordinated. The role covers complex administrative support, structured information handling, and follow-through on actions that help the office run effectively.

What you will do

• Support the General Manager in day-to-day office coordination and administrative execution.
• Help drive Business Unit and Division objectives through organized follow-up and implementation tracking.
• Track and share regular updates on Business Unit progress.
• Compile and coordinate reports including KPI updates, meeting minutes, BAC and Board materials, and quality-objective follow-ups.
• Arrange and manage internal and external meetings, along with the related resources.
• Oversee information flow, communication, and administrative coordination for the GM’s office.
• Monitor and update action logs across systems and workstreams such as change management, human capital digital transformation, HSE actions, management actions, risk management, procurement, and contracts or agreements.
• Support the preparation and follow-up of the annual budget.
• Maintain executive calendars in coordination with leaders and business unit managers, prioritizing tasks and follow-ups to ensure timely completion.
• Draft and format correspondence, agendas, reports, circulars, internal memos, presentations, and spreadsheets as needed.
• Organize business travel, including visas, trip arrangements, and expense reporting.
• Handle queries from internal and external stakeholders and follow up on open items or issues.
• Plan staff meetings, including scheduling, venues, agendas, and minutes.
• Update action points from management meetings and ensure closure within the required timelines.
• Build and maintain strong working relationships with key stakeholders and partners.
• Look for opportunities to improve processes and strengthen operational effectiveness.
• Review correspondence that requires the General Manager’s signature, checking completeness, arithmetic accuracy, proofreading, registration, indexing, filing, and secure handling.
• Coordinate with general services for visitor arrangements, reception quality, transport, and hotel accommodation.
• Stay current on company policies and procedures, especially those related to administration and authorities.
• Carry out other related duties such as coordinating field or overseas trips, gathering report data, and meeting strict deadlines.
• Contribute to special projects when required.

Additional responsibilities

• Support business planning and budget coordination for the Business Unit division when needed.
• Follow applicable policies, procedures, systems, standards, and controls to meet operational goals.
• Apply HSE and sustainability requirements in line with relevant legislation, international standards, best practices, and the ADNOC code of practices.
• Prepare weekly work-progress updates and section progress inputs for management reporting.

Working relationships

Internal: Business Unit, Department and Division Managers, and staff at ADNOC HQ.

External: Banks, suppliers, insurance providers, and IT services.

Qualifications and experience

A bachelor’s degree in Business Administration or Finance is required. The role calls for 10 years of experience in executive office coordination, management secretarial support, or a similar position within a large organization, preferably in the oil and gas sector.

Technical and behavioral expectations

The role expects technical competencies aligned with the approved competency dictionary, along with behavioral competencies defined in the approved competency dictionary.