Administrative Assistant And Front Desk Officer

Description

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

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