Project & Program Coordinator

Position Overview

Sharp Minds is hiring a Project & Program Coordinator for a leading government entity in Abu Dhabi's gaming and esports sector.

The role serves as the central coordination point for the organization's projects, stakeholders and operations. You will work closely with leadership, internal teams and external partners to keep meetings, projects, travel and events running smoothly.

Key Responsibilities

Meeting & Stakeholder Coordination

• Manage schedules, invitations, agendas and logistics for leadership, project and stakeholder meetings, including rooms, virtual links and hospitality
• Prepare meeting materials, capture key discussion points and track action items
• Liaise with internal departments, external partners and senior stakeholders

Project Coordination & Follow-Up

• Maintain project trackers, timelines, deliverables and action logs
• Follow up with project owners to ensure agreed actions are completed on time
• Coordinate project meetings, workshops and progress updates, and support status reports and presentations

Travel & Hospitality Coordination

• Coordinate business travel for leadership and team members with the Travel & Hospitality team, including approvals and supporting documents
• Coordinate visitor arrangements, business delegations and hospitality requirements

Events & Business Activities

• Coordinate internal workshops, offsites, team meetings and external engagements, working with venues and service providers
• Support onboarding activities, introductory meetings and team engagement initiatives

Operational Coordination

• Act as the central point of contact for coordination across departments and project teams
• Monitor deadlines, priorities and outstanding actions, and keep organized records of meetings, projects and correspondence
• Identify opportunities to improve coordination processes and operational efficiency

Qualifications

• Native Arabic speaker (must-have)
• Minimum 8 years of experience in project coordination, business operations or a similar role
• Bachelor's degree in Business Administration, Management or a related field
• Exposure to stakeholder management and to meeting, travel and event coordination
• Strong planning and organization across multiple priorities, with high attention to detail
• Professionalism and confidentiality when working with senior stakeholders
• Proactive and adaptable, able to anticipate needs and close out actions
• Proficiency in Microsoft Outlook, Teams, Excel, PowerPoint and Word
• Strong written and verbal communication and follow-up

What Success Looks Like

• Actions and deliverables closed on time
• Accurate, up-to-date project trackers and action logs
• Meetings, travel and events delivered without issues
• Stakeholder satisfaction with coordination support

Job Details

• Location: Abu Dhabi, 100% on-site
• Working days: Monday to Friday
• Duration: 12 to 18 months, with the possibility to extend or convert to a full-time employee role
• Holidays: 15 days plus UAE national holidays