About the Role: Responsibilities, Skills, and Requirements
Ever wondered how the gears of a thriving business group keep spinning smoothly day after day? As our new Administrative Coordinator / Executive Secretary in Abu Dhabi, you’ll be that essential hub — keeping communication flowing and operations running seamlessly across our diverse portfolio. This isn’t your average admin gig; you’ll be trusted with multi-company coordination, high-level correspondence, and the kind of behind-the-scenes orchestration that makes all the difference.
About the Company
We’re more than just a group of companies — think of us as a dynamic team supporting business services, corporate investments, and luxury limousine transportation across Abu Dhabi. While each vertical has its own flavor (from fast-paced typing centers to high-touch executive rides), we share a genuine commitment to professionalism, agility, and genuine collaboration. Our offices hum with energy, and open communication is the thread that ties us together. Friday lunches? Always a highlight. And don’t be surprised if you catch the CEO pitching in on a hectic day — teamwork here knows no rank.
What You’ll Be Doing
- Acting as the first point of contact: screening, prioritizing, and responding to official emails and correspondence for multiple business units.
- Coordinating meetings — from boardrooms to Zoom — and handling the little details like agendas, invites, and minutes that keep everyone organized.
- Maintaining sensitive records and internal databases (accuracy is your middle name).
- Liaising with clients, partners, and internal teams with professionalism and a bit of personal flair.
- Taking charge of logistical arrangements — think travel bookings, vehicle scheduling (yes, luxury limos included), and resource planning.
- Keeping a close eye on office supplies, contracts, and renewals so nothing falls through the cracks.
- Supporting leadership with research, reporting, and confidential tasks that help guide company-wide decisions.
What You’ll Bring
Must-Haves:
- Previous experience in an administrative, executive assistant, or coordinator role — juggling multiple teams or entities is a definite plus.
- Excellent written and spoken English (Arabic is a welcome bonus).
- Impeccable email and correspondence etiquette; you’re comfortable representing company leadership in all communications.
- Proactive mindset — you anticipate needs before anyone has to ask.
- Superhuman organizational skills and a knack for multitasking without losing your cool.
- Solid computer skills, especially with MS Office and cloud-based collaboration tools.
Nice-to-Haves:
- Experience in business services, transportation, or investment sectors.
- Familiarity with Abu Dhabi’s business regulations or local administrative practices.
- A sense of humor and diplomacy to match our culture.
Not sure you tick every box? We’d still love to hear from you.
Why You’ll Love Working Here
- Competitive pay structure and annual leave that values your contribution.
- A team that genuinely supports one another — no office politics here.
- Opportunities for professional development and cross-company learning.
- Flexible working hours where possible (we know life’s unpredictable).
- A modern office in a great Abu Dhabi location — with good coffee, naturally.
- Regular team activities — whether it’s a group lunch or the occasional company off-site.
Here, your attention to detail and positive energy will be noticed (and appreciated). If you thrive when every day is a little different — and you enjoy being at the heart of a busy, friendly organization — this could be your new work home.
Common Interview Questions and Tips
To help you prepare and feel confident, here are some questions you might encounter during the interview process for this role.
- Can you walk us through a time you coordinated correspondence or scheduling across multiple departments or business units? How did you keep it all organized?
- How would you prioritize and handle urgent requests from both leadership and clients when everything seems equally important?
- Share an example of how you’ve managed confidential information or sensitive records in a previous role—what steps did you take to ensure discretion and accuracy?
- What tools and strategies have you found most effective for managing calendars and meetings (including both in-person and virtual)?
- Tell us about a recent experience where you arranged complex travel logistics or handled resource planning—what challenges did you face, and how did you address them?
- How do you approach drafting or responding to emails that represent senior management, especially when stakes are high or the audience is diverse?
- Describe a situation at work where you had to anticipate needs or solve a problem before anyone else noticed. What was your approach?
- Our company culture values collaboration and jumping in where needed—can you share a story where you supported your team beyond your job description?
- Have you ever managed overlapping deadlines for several departments? How did you stay focused and maintain attention to detail?
- How would you handle a situation where you received conflicting instructions from different managers?
- What draws you to work in a multi-vertical company with such varied services as business solutions, transportation, and investments?
- How do you ensure you maintain a positive and professional demeanor when dealing with external partners or clients, particularly in a fast-paced environment?
- Our team places a strong emphasis on open communication and camaraderie—what role do you think an executive secretary plays in nurturing this environment?
- Culture fit is important to us. What do you do to bring a sense of fun and positivity to the workplace, especially during busy or challenging times?