Executive Coordinator – HQ & External Affairs

Job Purpose

The HQ Coordinator will coordinate COMPANY's headquarters, internal administration, external affairs and day-to-day organizational follow-up.

The role will support the Director of Operations while also providing structured support to the Governance Committee, Chairperson and Board when required.

The successful candidate should be equally comfortable preparing a government meeting, following up a rescue case, drafting correspondence, coordinating an event or making sure outstanding actions are completed.

Key Responsibilities

HQ & Administration

• Manage correspondence, calendars, meetings, visitors, records, files and general office coordination.
  
• Maintain action trackers, databases and administrative systems.
  
• Ensure COMPANY's headquarters operates efficiently and professionally.
  

Director, Board & Governance Support

• Support the Director with reports, presentations, briefings, schedules and follow-up.
  
• Assist with Board and committee meetings, agendas, documentation, minutes and action tracking.
  
• Maintain governance and administrative records.
  

Internal Coordination

Act as a central coordination point between:

• Director of Operations;
  
• Board and committees;
  
• employees;
  
• volunteers;
  
• veterinary partners;
  
• project leads; and
  
• COMPANY members.
  

Ensure responsibilities and deadlines are clear and followed up.

External Affairs

Coordinate communication and meetings with:

• government authorities;
  
• municipalities;
  
• veterinary clinics;
  
• schools and universities;
  
• companies and CSR teams;
  
• sponsors and donors;
  
• embassies;
  
• international organizations;
  
• community groups; and
  
• members of the public.
  

Prepare professional Arabic and English correspondence and maintain stakeholder records.

Membership, Volunteers & Projects

• Support membership administration and member communications.
  
• Maintain volunteer records and coordination.
  
• Support projects including TNVR, rescue, cruelty response, hotline, adoption, education, donkey welfare, One Health, fundraising and events.
  

Hotline & Case Support

• Assist with logging, routing and following up animal welfare cases and veterinary referrals as COMPANY's hotline system develops.
  

Events & Field Support

• Help organize meetings, workshops, campaigns, school activities and fundraising events.
  
• The Coordinator should also be comfortable attending veterinary clinics, rescue activities, TNVR programs and other field activities when required.
  
  

Requirements

The successful candidate should have:

• 3–5 years' relevant professional experience;
  
• experience in administration, executive coordination, office management, project coordination or stakeholder relations;
  
• excellent spoken and written Arabic and English;
  
• strong organizational and communication skills;
  
• excellent attention to detail;
  
• strong Microsoft Office or equivalent digital skills;
  
• experience preparing reports, presentations and professional correspondence;
  
• ability to manage multiple priorities simultaneously; and
  
• a diploma, degree or relevant professional qualification.
  
• Animal-welfare or NGO experience is desirable but not required.