Executive Coordinator

The Executive Coordinator provides high-level operational and administrative support to the Director General (DG), ensuring the DG’s Office operates smoothly, efficiently, and with strong internal coordination. As the primary point of contact for internal and external stakeholders, the Executive Coordinator must demonstrate exceptional multicultural communication skills, professionalism, and a comprehensive understanding of the Center’s operations.

The Executive Coordinator is entrusted with sensitive and confidential information and is expected to consistently demonstrate integrity, discretion, and sound judgment. This role requires working independently, taking initiative, and making well-informed decisions that support the DG’s priorities and the overall functioning of the Office. The Executive Coordinator must be able to manage multiple priorities, anticipate needs, and maintain a proactive, solutions-oriented approach.

The ideal candidate is a confident, self-driven professional who can produce high-quality reports and presentations from conception to completion, often under tight timelines, and who operates with minimal supervision.

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.

• 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.