Business Groups and Councils Secretariat

Job PurposeThe Business Groups and Councils Secretariat is responsible for providing secretariat, administrative, and operational support to Business Groups and Business Councils under Dubai Chamber of Commerce. The role facilitates effective stakeholder engagement, meeting coordination, governance support, and implementation of initiatives that strengthen collaboration between Dubai Chambers and the business community.Key ResponsibilitiesSecretariat & Governance SupportCoordinate Business Groups and Councils meetings, including agendas, invitations, meeting materials, minutes, and action trackers.Maintain accurate records of decisions, correspondence, membership information, and official documentation.Follow up on meeting outcomes and ensure timely completion of agreed actions.Support governance activities, including committee nominations, elections, membership updates, and approvals, where applicable.Ensure secretariat activities align with approved governance frameworks, policies, and procedures.Stakeholder Engagement & CoordinationServe as a key point of contact between Dubai Chambers, Business Groups, Business Councils, and relevant stakeholders.Maintain effective relationships with group representatives, council members, and internal departments.Coordinate stakeholder meetings, consultations, and engagement activities.Facilitate communication and follow up on business community requests, feedback, and recommendations.Maintain updated stakeholder databases and ensure timely, professional communication.Events & Initiatives ManagementSupport the planning and execution of meetings, workshops, networking sessions, and business engagement events.Coordinate event logistics, invitations, registrations, attendance, and related arrangements.Assist in implementing initiatives that enhance collaboration and engagement with the business community.Liaise with internal teams and external service providers to ensure successful delivery of activities.Collect stakeholder feedback and identify opportunities to enhance future initiatives.Operational & Administrative CoordinationProvide day-to-day administrative and operational support to Business Groups and Councils.Coordinate documentation, correspondence, presentations, and other operational requirements.Support the establishment and onboarding of new Business Groups and Councils, where applicable.Facilitate coordination with relevant departments to address operational needs and stakeholder requests.Ensure accurate recordkeeping, confidentiality, and efficient document management.Reporting & Performance MonitoringPrepare periodic reports on Business Groups and Councils activities, engagement, and key initiatives.Maintain trackers for meetings, action items, stakeholder requests, and operational deliverables.Monitor progress against agreed plans and escalate outstanding matters when necessary.Support the collection and analysis of engagement data and stakeholder feedback.Provide management with timely updates on achievements, challenges, and improvement opportunities.Process ImprovementIdentify opportunities to improve secretariat workflows, stakeholder communication, and reporting processes.Support the development of standardized templates, procedures, and tracking tools.Ensure consistency and quality in the delivery of secretariat services.Perform any other duties and responsibilities as assigned by the line manager, in line with business requirements and organizational objectives.Qualifications & ExperienceBachelor's degree in Business Administration, Management, Public Administration, International Relations, Communications, or a related field.Proficiency in Microsoft Office applications, particularly Word, Excel, PowerPoint, and Outlook.Strong written and verbal communication skills in English and Arabic.Knowledge of secretariat operations, corporate governance, and stakeholder engagement is preferred.Minimum 6 years of relevant experience in secretariat services, stakeholder coordination, business relations, administration, or a related field.Experience supporting committees, councils, business associations, or professional organizations is preferred.Previous experience in a government, semi-government, chamber of commerce, or membership-based organization is an advantage.