Administrative Assistant & Front Desk Officer UAEN

Role Overview

Administrative Assistant & Front Desk Officer at Visioneers, based at Creators HQ. The role serves as the first point of contact for the organization, managing front-of-house operations while providing essential administrative support to the wider team.

Role Purpose

Serve as the primary point of contact and administrative backbone for Creators HQ, managing day-to-day office operations, reception, and event logistics while supporting the Business Operations Director and team 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 and ensure rooms are set up and ready in advance.
• Liaise with building management, facilities, and service providers as required.
• Maintain strict adherence to working hours; punctuality is non-negotiable as the first point of contact setting the tone for every visit and interaction.

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 during events.
• Maintain event guest lists, briefing documents, and scheduling materials.

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.

Qualifications & Experience

• Exceptional organizational and time-management skills.
• Familiarity with event coordination or logistics support is a plus.

Skills & Competencies

• 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.

Additional Information

• 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.