Administrative Assistant - Community Engagement & Volunteerism

About the role

The Administrative Assistant is the operational backbone of the Community Engagement & Volunteerism unit, which runs the Leaders of Change (LOC) and Connect with Nature (CWN) programmes. The role covers enquiry handling, end-to-end administration of field trips and activities, event pages, record keeping and meeting support, reporting to the Community Engagement & Volunteerism Manager.

Key responsibilities

• Manage enquiries via WhatsApp, email, Instagram DMs and the programme phone line in English and Arabic, resolving routine requests and escalating complex cases
• Set up WhatsApp groups, draft and schedule trip emails, prepare school kits and liaise with teachers and school coordinators
• Confirm school trips, manage carpooling links, prepare attendance lists, submit permit applications and maintain a permit tracker
• Award volunteer hours, issue certificates and enter citizen science data
• Create and maintain event pages, run a glitch log and keep records and Odoo up to date for M&E and reporting
• Take meeting minutes and follow up on action items

Required profile

• At least 2 years of experience in an administrative, executive assistant or programme coordination role
• Diploma or Bachelor's degree in Business Administration, Communications or a relevant field
• Excellent written and spoken English and Arabic
• Customer service experience, ideally across multiple channels; event, school or volunteer coordination experience is an advantage

Required skills

• Microsoft 365 (Outlook, Excel, Word, Teams, SharePoint)
• CRM/ERP systems (Odoo preferred) and online booking platforms
• WhatsApp Business and Instagram
• Clear written communication in English and Arabic, including meeting minutes

Applications with a cover letter and CV, addressed to the named contact, must be sent by 30 November 2026.