Admin/Event Coordinator

Job Summary

The Administrative Executive will provide administrative and operational support to the event management team. The role involves coordinating schedules, managing documentation, vendor communication, office administration, and ensuring smooth day-to-day operations before, during, and after events.

Key ResponsibilitiesAdministrative & Office Support

• Handle day-to-day office administration and maintain records, files, and databases
• Prepare letters, proposals, invoices, quotations, contracts, and reports
• Manage office supplies, inventory, and equipment
• Answer calls, emails, and client inquiries professionally

Event Coordination Support

• Assist event managers with event planning and execution
• Coordinate schedules, meetings, and timelines for events
• Maintain event calendars and track deliverables
• Support on-site event administration when required

Vendor & Client Coordination

• Liaise with vendors, suppliers, venues, and freelancers
• Collect quotations, prepare comparison sheets, and assist in negotiations
• Follow up on payments, contracts, and documentation
• Maintain vendor and client databases

Finance & Documentation

• Assist with billing, invoices, purchase orders, and expense tracking
• Maintain event budgets and payment schedules
• Ensure proper filing of contracts, permits, and licenses

HR & Team Support (if applicable)

• Maintain attendance records and staff schedules
• Coordinate freelance staff hiring and documentation
• Assist with payroll and reimbursement processing

Skills & QualificationsRequired Skills

• Strong organizational and multitasking abilities
• Excellent communication and interpersonal skills
• Proficiency in MS Office (Word, Excel, PowerPoint, Outlook)
• Attention to detail and time management skills

Job Type: Full-time

Ability to commute/relocate:

• Abu Dhabi: Reliably commute or planning to relocate before starting work (Preferred)

Education:

• Bachelor's (Preferred)

Experience:

• Event Management: 2 years (Required)

Location:

• Abu Dhabi (Required)