Business Coordinator

To apply, please click on add attachment under ADDITIONAL FILE to upload your 1-minute video introducing yourself and explaining why you believe you are the perfect fit for this role. Please note that only candidates who submit a video will be considered for shortlisting. Applications will be reviewed on a rolling basis.

We are seeking an experienced and reliable Business Coordinator to support our Director of Business. The ideal candidate is highly detailed, quick-thinking, and capable of resolving issues on short notice with minimal supervision. This role demands someone with a proven track record of assisting business executives, showcasing exceptional time management and flexibility. The successful candidate must thrive under pressure, exhibit strong organizational skills, and consistently deliver reliable support. This role involves managing a variety of administrative and operational tasks, coordinating logistics, and ensuring seamless communication between Director of Business and internal departments.

Roles and Responsibilities (but not limited to):

Admin and Operations

• Manage, liaise, and complete projects/campaigns assigned by the Director of Business
• Respond to external emails (fans, prospects, gifts, PR agencies, podcast requests).
• Arrange meetings and share reminders; take minutes and track progress.
• Build and maintain a client/partner database.
• Organize digital and physical files.
• Deliver end-of-campaign reports.
• Create templates and processes for efficiency.
• Monitor monthly expenses and submit for reimbursement.
• Review contracts for approval and ensure secure filing.
• Handle logistics for trips and events (visas, bookings, RSVPs); manage travel itineraries.
• Support hiring processes.
• Track client interactions throughout the year.
• Follow up on project payments with Finance.
• Respond promptly to requests via email/WhatsApp.
• Ensure tasks are on time, within scope, and budget.
• Develop project scopes, objectives, and resource plans.
• Track project progress and provide updates.
• Perform risk management.
• Coordinate logistics for projects/campaigns (flights, hotels, visas, etc)
• Manage calendar, expense reports, confidential correspondence, travel plans, and documents.
• Facilitate smooth communication between the Director of Business, and internal departments.
• Keep Director of Business informed of commitments and responsibilities.
• Act as a "barometer" for environmental issues, keeping Director of Business updated.
• Draft acknowledgment letters and personal correspondence.
• Prioritize tasks, handle conflicting needs, and meet deadlines.
• Handle gifts and sample deliveries, Send gifts for celebrations.
• Coordinate executive communications and interface with clients.
• Prepare internal/external documents for team and partners.
• Maintain confidentiality and professionalism.
• Update show brief and sponsorship deck.
• Manage shoots calendar and prepare equipment.
• Coordinate subtitles and on-set logistics.

Talent Management

• Assist in managing all talents being managed by the Director of Business.
• Coordinate and elevate the merchandise process including design, logistics, promotion, and inventory.
• Keeping track of all the clients we work with throughout the year.
• Looking after all the logistic matters for trips (Visas/bookings/flights/accommodation/transportation) and events/dinners, RSVPs, etc., while making sure to always get the best in the interest of the Talents and his team.
• Gathering SM insights of the Talents, and updating their profiles on a monthly basis (end of each month).

What you’ll need:

• Bachelor's degree required in Business Administration or any degree related to project management or business management is preferred
• Strong work tenure: five to 7 years of experience supporting C-Level Executives
• Experience and interest in Project Management
• Strong presentation skills
• Quick thinker; able to handle work and pressure independently.
• Flexibility with time
• Resourcefulness
• Proficient in Microsoft Office ( Word, Excel, and Power Point), Adobe Acrobat, or Google Suite (Google meet, forms, calendar) and Social Media web platforms.

You’ll love this job if you are:

• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
• Very strong interpersonal skills and the ability to build relationships with team members and external business liaisons
• Expert level written and verbal communication skills in English; Arabic is a plus
• Demonstrated proactive approaches to problem-solving with strong decision-making capability
• Emotional maturity
• Highly resourceful team-player, with the ability to also be extremely effective independently
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of client service and response
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment
• Forward looking thinker, who actively seeks opportunities and proposes solutions

What's in it for you:

We offer an opportunity to grow within the company and help you enrich your experience and learning through exposure to different assignments within your role and make a positive impact personally and professionally.

• A dynamic and challenging work environment.
• The opportunity to work closely with a leading figure in the industry.
• Competitive salary and benefits package.
• Professional growth and development opportunities.
• Visa and Labor Permit Sponsorship
• Comprehensive Medical Insurance
• Flexible Work Environment
• Team Building Activities
• Travel Allowance