Administrative Coordinator - VIP Projects

About the role

We are seeking a highly organized Administrative & VIP Projects Coordinator to support executive functions and manage bespoke VIP gifting initiatives from request to delivery. The role is freelance, based in Doha, and requires immediate availability.

Key responsibilities

• Manage schedules, meetings, correspondence, records and follow‑ups for senior stakeholders.
• Track assignments, deadlines and pending actions, providing regular status updates.
• Prepare reports, quotations, presentations, meeting minutes and professional correspondence in both Arabic and English.
• Coordinate with internal teams, clients, suppliers, designers and VIP stakeholders throughout the project lifecycle.
• Handle gift requests, covering requirements, budgeting, branding, customization, packaging, quantities and delivery timelines.
• Draft clear briefs for designers and suppliers, manage quotations, samples, approvals, production, quality checks and final delivery.
• Maintain accurate records of quotations, samples, approvals, payments, quantities and deadlines.
• Ensure projects are delivered on time, meeting agreed quality and specification standards.

Required profile

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

Required skills

• Arabic language proficiency.
• English language proficiency.