Madar_39 is a curated space in Abu Dhabi where creative entrepreneurs grow ideas into thriving businesses. From a shared workspace open to the public, to studios and beyond, we provide the facilities, support, and encouragement network that help Members build, scale, contribute, and eventually move beyond our space, carrying Madar_39’s ethos of creative responsibility to the world.

Role Summary

The Programme Coordinator is responsible for the day-to-day coordination and successful delivery of Madar_39's programmes and events. Working closely with the Programme Manager, the role ensures all programme activities run smoothly by managing logistics, coordinating with speakers, partners and members, handling communications, tracking attendance and feedback, and overseeing operational and administrative tasks. This is a hands-on coordination role that requires excellent organisational skills, strong attention to detail, the ability to manage multiple priorities under pressure, and a genuine interest in the creative and cultural sector. As the programme portfolio grows, there will be opportunities to take ownership of individual programmes and contribute to developing new initiatives.

Key responsibilities

Programme delivery

· Lead the coordination of end-to-end logistics for recurring programmes.

· Manage run-of-show for each programme, coordinating set-up, AV and recording, refreshments, signage and pack-down with the Experience Design team and external vendors.

· Maintain the programme calendar, ensuring activity is scheduled in good time and thoughtfully, avoids conflicts internally and across Abu Dhabi/the UAE’s wider cultural calendar.

· Maintain and update programme templates and the data within them, ensuring they remain accurate, current and useful across recurring programme activity.

· Track all approvals, permits and compliance requirements for programme activity in coordination with the Experience Design team, ensuring nothing is left to the last minute.

· Pay close attention to participant experience, ensuring programmes feel welcoming, thoughtful, and well-paced.

Speaker, partner and Member liaison

· Act as the primary point of contact for confirmed speakers, partners and contributors across programmes, managing invitations, briefings, logistics, hospitality and follow-up.

· Draft and send Member-facing communications for programme activity, including invitations, reminders, post-event thank-you messages and any required administrative follow-up, working from the templates established for each programme.

· Support the Programme Manager in maintaining relationships with key partners by handling scheduling, coordination and the operational side of partnership activity.

· Welcome speakers, partners and guests on the day, ensuring their experience of Madar_39 reflects the quality of the programme and the ethos of the space.

· Support research and outreach related to potential speakers, collaborators, and programme opportunities when needed.

Communications and content support

· Support the Programme Manager to brief the marcomms team on upcoming programme activity in good time, providing the information needed to develop announcements, social posts and any post-event content.

· Work with the Programme Manager to facilitate connections between the marcomms team and external stakeholder communications teams where required, supporting coordinated communications across organisations.

· Review programme-related communications for factual accuracy and alignment with programme details before publication, flagging any inconsistencies with brand guidelines or tone of voice standards prior to publication.

· Provide the marcomms team with feedback from speakers and external stakeholders, surfacing any comments or suggestions that may inform how future programmes are communicated.

· Initiate and follow up on asset requests to the marcomms team using the relevant request processes, ensuring programme-related materials are submitted in good time.

· Collate and organise programme-related assets - including images, logos and key files - ensuring the marcomms team has access to accurate and up-to-date materials for content production.

· Support the marcomms team with operational requirements for photography, videography and recording for programme activity where required.

Measurement and feedback

· Maintain trackers across all programme activity, recording RSVPs, attendance and walk-ins consistently.

· Administer post-event feedback forms and other programme feedback mechanisms, ensuring responses are collected, reviewed and shared with the Programme Manager.

· Support Member quarterly and yearly check-in processes by coordinating scheduling, collecting responses and helping to organise the resulting information.

· Maintain internal trackers to capture data and activity within Madar_39.

Administrative and financial support

· Liaise with Experience Design team to process programme-related payments, including speaker fees, partner invoices and vendor payments, ensuring all paperwork is in order and aligned with finance procedures.

· Maintain accurate programme records, including speaker agreements, partnership documentation, feedback responses, attendance data and post-event reports.

· Maintain and update individual programme budgets, tracking expenditure at programme level and flagging variances or concerns to the Programme Manager in a timely manner.

· Support the procurement process for programme vendors and suppliers, working with the operations and procurement teams.

· Maintain organised programme documentation and archives to support continuity and future programme development.

Team and community

· Build and maintain warm, professional relationships with Madar_39 Members, becoming a recognisable and trusted point of contact for programme-related matters.

· Work closely and collaboratively with colleagues in other departments, contributing to a smooth, well-coordinated programme function.

· Work closely and collaboratively with colleagues in other departments, contributing to a smooth, well-coordinated programme function.

· Bring observations, ideas and Member feedback into team discussions, helping the Programme Manager understand what is and is not landing on the ground.

· Coordinate closely with Experience Design, Marketing and Communications, and Community Engagement teams to ensure programme delivery is aligned across all touchpoints.

Skills and qualifications

· Strong project coordination and organisational skills, with the ability to manage multiple concurrent activities without dropping detail.

· Excellent written and verbal communication skills, with a good sense of tone and the ability to draft clear, well-pitched documents.

· Confident user of standard office software (Microsoft Office, Google Workspace) and comfortable adopting project management and scheduling tools.

· Sound judgement around prioritisation, escalation and when to ask for input.

· A collaborative working style, with the ability to work effectively across departments and with external partners and vendors.

· Proficiency in English and Arabic is required.

Education and experience

· Bachelor's degree in a relevant field such as arts and cultural management, event management, communications, business administration or community development.

· A minimum of three years experience in programme coordination, event delivery, community management or a similar role, ideally within a creative, cultural or entrepreneurial environment.

· Experience coordinating with speakers, partners, vendors or external contributors is essential.

· Familiarity with Abu Dhabi and the UAE's creative and cultural landscape is a strong advantage.

Other Requirements

• Strong problem-solving, organisational and communication skills, with the ability to manage multiple priorities and handle confidential information professionally.

• Comfortable working in a dynamic environment, including occasional travel within the UAE.

• Able to work independently while collaborating closely with the Programme Manager.

• Flexible to work evenings and weekends when required to support programme activities.