Overview
Admin Assistant/Event Coordinator Jobs in Dubai, United Arab Emirates at AMS International UAE
Title: Admin Assistant/Event Coordinator
Company: AMS International UAE
Location: Dubai, United Arab Emirates
Job Title: Operations Coordinator
Reporting To: Director
Position Type: Full-Time
Work Hours: 10 AM – 7 PM, Monday to Saturday (2 days off on alternate weekends)
(Availability for late evenings as per Ishara Programmes at Alserkal Avenue)
Job Summary
The Operations Coordinator is responsible for managing Ishara Foundation’s daily administrative and operational functions. This includes coordinating facility maintenance, handling documentation, liaising with vendors, and supporting the overall logistical and administrative needs of the organization. The role is essential in ensuring the seamless execution of internal operations and external engagements such as exhibitions and events.
Key Responsibilities
Oversee all administrative tasks including documentation, filing, invoicing, and expense approvals.
Coordinate facility maintenance and liaise with third-party vendors for repairs and annual maintenance.
Manage Ishara’s records for the gallery and storage spaces, as well as for exhibitions.
Source and compare vendor quotations and handle the procurement process.
Track operational expenses and ensure budget alignment.
Support logistics and coordination for exhibitions, events, and special projects.
Ensure compliance with internal procedures and standards for administrative tasks.
Assist other departments with cross-functional operational support as needed.
Skills & Requirements
Minimum 2 years of experience in administration—preferably in an art institution, event company, or corporate setup.
Prior experience in operations and logistics is essential.
Proficient in Microsoft Office Suite, especially Excel.
Excellent organizational and multitasking skills; ability to coordinate with multiple stakeholders.
Strong communication skills—written, verbal, and interpersonal.
Attention to detail and ability to manage multiple deadlines.
Discretion in handling confidential information.
Proactive, adaptable, and able to work independently.
Collaborative mindset with the ability to work across departments and levels.
