Visioneers
Dubai, UAEPosted 3 months ago
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The Administrative Assistant & Front Desk Officer serves as the first point of contact for Creators HQ, managing front-of-house operations while providing essential administrative support to the wider team. This role is central to the smooth day-to-day running of the office and plays a visible, hands-on part in supporting high-profile events and delegation visits throughout the year. The ideal candidate is highly organized, professionally presented, and comfortable operating in a fast-paced environment that regularly hosts government officials, international delegations, media figures, and global creators. Key Responsibilities: Front Desk & Office Management -Serve as the first point of contact for CHQ members, all visitors, guests, and incoming calls, ensuring a professional and welcoming experience at all times -Manage the reception area, maintaining a tidy, organized, and presentable front desk -Handle incoming and outgoing correspondence, courier shipments, and deliveries -Monitor and manage office supplies inventory, placing orders as needed -Coordinate meeting room bookings, ensure rooms are set up and ready in advance -Liaise with building management, facilities, and service providers as required Punctuality: Strict adherence to working hours is expected at all times. As the first point of contact for everyone who walks through the doors of Creators HQ, this role sets the tone for every visit and interaction, being present, on time, and professionally ready is non-negotiable. Administrative Support -Provide day-to-day administrative support to the Business Operations Director and wider team -Draft, format, and proofread internal and external documents, letters, memos, and presentations -Manage calendars, schedule meetings, and coordinate appointments across the team -Maintain and organize filing systems, both physical and digital Events -Provide on-ground administrative and logistical support during CHQ and other events, including the 1 Billion Followers Summit -Assist with guest registration, and coordination of members, guests and VIPs -Support the coordination of meetings -Maintain event guest lists, briefing documents, and scheduling materials Note: Creators HQ regularly hosts events that may extend into the evening. The selected candidate will be required to remain available and provide on-ground support during such events as needed, beyond standard working hours. Any hours worked beyond standard working hours during events will be compensated as time off, to be taken the following day. Communication & Coordination Act as a liaison between internal departments, ensuring timely flow of information -Handle sensitive and confidential information with discretion at all times -Follow up on pending tasks, approvals, and action items on behalf of management -Support the team with ad hoc tasks and special projects as they arise
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