Position Summary

The Administrative Coordinator serves as the primary point of contact for the Office of the Vice President and Assistant Vice President (AVP) Finance & Administration. Stationed at the front desk of the administrative offices, the role is responsible for managing daily office operations, receiving and directing visitors, and coordinating communications across departments under the Finance & Administration sector. The position requires a professional demeanor, strong organizational skills, and the ability to manage multiple priorities while maintaining confidentiality and a welcoming office environment.

Key Responsibilities

Front Desk and Visitor Management

• Serve as the first point of contact for visitors, staff, and external guests entering the administrative offices.

• Greet and assist visitors in a professional manner, ensuring they are properly logged, directed, or escorted to their meetings.
• Manage access to the administrative offices, ensuring adherence to institutional security and visitor policies.
• Coordinate meeting room bookings, ensure availability, and prepare spaces for appointments and discussions.
• Maintain a tidy, organized, and professional front desk and reception area at all times.

Administrative Support

• Provide administrative and logistical support to the VP and AVP, including scheduling, document preparation, and follow-up on assigned tasks.

• Prepare and process correspondence, reports, memos, and circulars as required.
• Coordinate logistics for meetings, high-level visits, and official functions.
• Maintain an organized filing and documentation system for the VP’s office, both in physical and electronic formats.
• Draft meeting minutes, circulate action items, and monitor completion of assigned deliverables.
• Support the tracking and coordination of departmental submissions for review and approval.

Coordination and Communication

• Serve as the communication link between the VP’s office and departments under the Finance & Administration sector

• Handle general inquiries and direct them appropriately to relevant departments or staff.
• Ensure professional and timely communication across all levels of the institution.
• Coordinate with other administrative offices and units to support operational efficiency and smooth information flow.

Required Qualifications

• Bachelor’s degree in Business Administration, Management, or a related field preferred.

• Minimum of 6–8 years of administrative or office coordination experience, ideally within a higher education or corporate environment.
• Excellent interpersonal and customer service skills with professional appearance and demeanor.
• Strong organizational and multitasking abilities with keen attention to detail.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Fluency in English and Arabic.

Work Conditions

• This is a full-time, on-site role based at the front desk of the administrative offices.

• The position requires continuous presence during working hours to receive visitors and manage office access.
• May occasionally involve extended hours during official events, meetings, or institutional functions.