Administrative Coordinator – VIP Projects

About the role

We are seeking a highly organized Administrative Coordinator to manage VIP gifting projects from request to delivery. The role combines executive support with end‑to‑end coordination of customized corporate gifts, ensuring each project meets branding, quality, and timeline requirements.

Key responsibilities

• Maintain executive calendars, schedule meetings, and handle correspondence in Arabic and English.
• Track project assignments, deadlines, and pending actions, providing regular status updates.
• Prepare reports, quotations, presentations, and meeting minutes.
• Gather gift requirements, budgets, branding guidelines, and packaging specifications.
• Create detailed briefs for designers and suppliers, manage quotations, samples, approvals, production, quality checks, and delivery logistics.
• Maintain accurate records of quotations, approvals, payments, quantities, and delivery dates.
• Coordinate with internal teams, clients, suppliers, and senior stakeholders to ensure timely, high‑quality delivery.

Required profile

• Fluent in both Arabic and English, written and spoken.
• Experience in executive assistance, administration, project coordination, procurement, events, printing, or customized gifting.
• Strong organizational, communication, follow‑up, and problem‑solving abilities.
• Attention to detail and capacity to manage multiple priorities simultaneously.
• Confidence in dealing with suppliers, clients, and senior stakeholders.
• Immediate availability.

Required skills

• Arabic language proficiency
• English language proficiency
• Customized gifts handling
• Procurement processes
• Product quality assurance
• Printing and packaging knowledge
• Event coordination
• Corporate branding awareness
• Project coordination
• Promotional products management