Administration Officer - Aeropolitical Affairs team

Job Description

The Administration officer - Arabic speaker - in the Aeropolitical team serves as the primary point of coordination for the Senior Vice President Aeropolitical & Government Affairs, functioning as an executive administrator.

The role ensures seamless day-to-day management of the SVP's office - handling diary management, correspondence, visitor coordination, travel logistics, and confidential records - while acting as the professional interface between the SVP and government authorities, internal stakeholders, and senior external delegates.

• Manage the Senior VP's daily calendar, scheduling meetings, appointments, and priority engagements with full discretion
• Prepare and organise briefing packs, background notes, agendas, and presentations ahead of key meetings
• Screen, draft, and manage incoming and outgoing correspondence including emails, letters, and official memos on behalf of the SVP
• Handle confidential matters with the utmost professionalism and discretion
• Proactively manage follow-up actions arising from meetings, ensuring timely delivery and accountability
• Coordinate and arrange high-level meetings, ministerial visits, and official delegations—including protocol, hospitality, and logistics
• Oversee the day-to-day administrative operations of the SVP's office, ensuring efficiency and high standards at all times
• Coordinate travel arrangements including flights, hotels, visas, ground transport, and itineraries
• Process expense reports, purchase requisitions, and budget-related administrative tasks in a timely manner
• Prepare, format, and manage official documents, reports, presentations, and records with high accuracy
• Maintain trackers and dashboards for key departmental activities, deadlines, and deliverables
• Take and distribute accurate minutes of meetings, ensuring action items are clearly documented and followed up

• Bachelor's degree in Business Administration, Office Management, or a related discipline
• Minimum 3–5 years of progressive experience in an executive secretarial or senior administrative role, supporting C-Suite or SVP-level executives
• Proven track record of supporting senior leadership within government, aviation, or large corporate environments
• Advanced proficiency in English and Arabic (written and verbal) with exceptional communication skills; ability to draft professional correspondence, prepare briefing materials, and liaise effectively with senior stakeholders