Executive Coordinator

Job Responsibilities

Office and Executive Support

• Serves as the primary and independent first point of contact for all matters related to the DG’s Office; assesses inquiries and determines appropriate actions, ensuring timely and effective follow-up
• Provides comprehensive administrative, operational, and coordination support to the DG’s Office, including drafting, editing, and quality-controlling correspondence, reports, presentations, agendas, meeting notes, and action points
• Independently manages the DG’s daily schedule, priorities, and office tasks with strong planning and foresight
• Organizes meetings for the DG, ensuring agendas, documents, and briefings are prepared and distributed on time
• Exercises the highest level of discretion, sound judgment, and diplomacy in managing sensitive issues, prioritizing tasks, and ensuring an organized workflow
• Plans and coordinates complex international travel and logistical arrangements for the DG and the DG’s Office, including detailed itineraries, visas, accommodations, and expense documentation
• Provides proactive administrative support to the Directors’ Leadership Team when needed, ensuring timely and rigorous follow-up of action items
• Leads logistical and operational arrangements for internal and external meetings and events convened by the DG
• Prepares high-quality reports and presentations for the DG, ensuring accuracy, clarity, and alignment with organizational priorities
• Drafts letters, memoranda, and communication materials for DG review and signature
• Communicates on behalf of the DG with board members, donors, partners, and institutional stakeholders
• Researches, prioritizes, and follows up on issues addressed to the DG, applying independent judgment—especially for matters of urgency, sensitivity, or confidentiality
• Acts as the coordination focal point between the DG Office at HQ and the CAC Office, ensuring seamless information flow
• Develops strong, collaborative working relationships across the organization and with external partners
• Keeps the DG informed of upcoming commitments, risks, timelines, and strategic matters
• Leads and manages special projects for the DG, some of which may have institutional or strategic significance
• Anticipates challenges, manages conflicting demands, and ensures timely completion of tasks under pressure and tight deadlines

Board Support and Liaison

• Serves as the DG’s administrative liaison to the Board of Directors
• Supports board members with travel, logistics, and meeting needs, ensuring high-quality and confidential service
• Maintains full discretion in all interactions with board members

Senior Management Liaison

• Acts as Secretary to the Management Committee, including coordinating agendas, scheduling meetings, preparing minutes, and ensuring effective follow-up of decisions and action points
• Works in strong collaboration with senior staff and maintains positive relationships across all levels of the Center
• Manages projects and initiatives assigned by the DG, ensuring delivery, quality, and alignment with institutional priorities
• Demonstrates initiative in prioritizing tasks and resolving issues proactively, with minimal need for supervision

Qualifications and Experience

• Undergraduate degree with a minimum of seven years of relevant administrative or office management experience, including at least five years in high-level roles, preferably in an international non-profit or multicultural organization
• Fluent in both Arabic and English, with excellent written and verbal communication skills in both languages
• High proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), Adobe Acrobat, and digital communication platforms
• Strong organizational and planning capabilities, with proven ability to manage multiple priorities and maintain attention to detail
• Demonstrated experience in preparing professional reports and presentations
• Excellent interpersonal skills, adaptability, and ability to work effectively in a multicultural, team-oriented environment
• Demonstrated proactive approach to problem-solving with strong decision-making capability and emotional maturity
• Ability to function under time pressure, handle multiple tasks in a fast-paced environment, and make independent decisions
• Highly resourceful and effective both independently and as part of a team
• Proven ability to handle confidential information with discretion, adapt to competing demands, and deliver high-quality results
• Demonstrates ownership, accountability, and a forward-looking mindset; actively seeks opportunities and proposes solutions
• Flexibility and willingness to work long hours, including occasional weekends, when necessary

* Candidates who are available to start immediately are encouraged to apply.