Projects Coordinator – UAE National

Dubai, United Arab Emirates

Full time

On-site

Job description

Job purpose

The Projects Coordinator supports the Chief of Staff in the day-to-day coordination and follow-up of CEO Office projects across the company: commercial and product launches, partnership initiatives, events, logistics, and internal workstreams. The role keeps project plans, trackers, and action lists current, chases follow-ups with the teams involved, and makes sure nothing agreed in the CEO Office slips between decision and execution.

The role-holder also provides operational support to the Chief of Staff and, when required, to the CEO: meeting preparation, minutes, logistics, documentation, and follow-through on delegated tasks. It is a hands-on, execution-focused position for a candidate with two to three years of experience who is organised, reliable, and comfortable working with all functions of the business. The role offers direct exposure to how the company is run and is a natural entry point into project management and CEO Office career paths at HAYAH.

Main responsibility

Project coordination and follow-up
Maintain the CEO Office project tracker: scope, owner, milestones, next actions, and status, kept accurate and up to date
Record actions agreed by the Chief of Staff and CEO, assign them to the right owners, and follow up until they are closed
Flag delays, blockers, and risks to the Chief of Staff early, with the facts needed to decide
Prepare weekly status updates on the project portfolio for the Chief of Staff

2. Coordination with company teams

Schedule and organise working sessions: agendas, attendance, minutes, and follow-up actions issued promptly after each meeting
Collect inputs and deliverables from teams on time and consolidate them for the Chief of Staff
Build good working relationships across the organisation.

3. Launches, partnerships, and events

Support the launch readiness of new products, propositions, and partner offers: checklists, timelines, and follow-up of readiness tasks across functions
Coordinate the logistics of events sponsored by the CEO Office (broker events, partner events, leadership gatherings, report launches): venues, suppliers, invitations, materials, on-the-day support, and post-event follow-up
Handle vendor and supplier coordination, quotations, and purchase requests within agreed budgets and procurement processes
Support partnership meetings with preparation, documentation, and follow-up of agreed actions

4. Operational support to the Chief of Staff and CEO

Prepare meeting packs, briefing notes, trackers, and simple presentations
Take minutes of meetings and circulate decisions and actions
Handle operational tasks delegated by the Chief of Staff and CEO with speed, discretion, and attention to detail
Coordinate logistics for leadership meetings and CEO engagements in liaison with the Executive Assistant
Keep CEO Office documentation, templates, and shared folders organised and current

5. Reporting and documentation

Keep the CEO Office master action log up to date and support the Chief of Staff in the Executive Committee follow-up
Ensure project documents and records are complete, filed, and in line with internal governance and compliance requirements.

Education

Bachelor's degree in Business Administration, Management, Marketing, or a related field

Project management certification (CAPM, PRINCE2 Foundation, Google Project Management, or equivalent) is an advantage

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