Administrative Assistant & Front Desk Officer UAEN

About the role

Requirements

• -Exceptional organizational and time-management skills
• -Strong written and verbal communication skills in English; Arabic is an advantage
• -Professional, well-presented, and confident when interacting with senior officials and high-profile guests
• -Proficient in Microsoft Office Suite (Word, Excel, PowerPoint)
• -Ability to multitask and prioritize effectively under pressure
• -Proactive, detail-oriented, and a strong team player
• -Discretion and professionalism in handling confidential matters
• -Familiarity with event coordination or logistics support is a plus

Responsibilities

• 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

Skills

• Microsoft Office Suite (Word, Excel, PowerPoint)
• Front Desk Management
• Administrative Support
• Calendar Management
• Event Coordination
• Guest Registration
• Meeting Coordination
• Document Drafting and Proofreading
• Filing Systems (physical and digital)
• Liaison and Coordination