Administrative Assistant & Front Desk Officer

Role Overview

This position is the first touchpoint for visitors and team members at Creators HQ. It combines reception duties with office administration, helping ensure the workplace runs efficiently while also supporting important events and delegation visits throughout the year.

The right candidate will be exceptionally organized, well-groomed, and able to work confidently in a busy environment that frequently welcomes government representatives, international delegations, media professionals, and global creators.

Front Desk and Office Coordination

• Act as the initial contact for CHQ members, visitors, guests, and incoming phone calls, delivering a polished and courteous experience every time.
• Keep the reception space neat, orderly, and visually presentable.
• Receive, send, and track mail, courier parcels, and other deliveries.
• Oversee office consumables and supplies, and place replenishment orders when required.
• Arrange meeting room reservations and make sure rooms are prepared ahead of time.
• Work with building administration, facilities teams, and external vendors as needed.

Administrative Assistance

• Support the Business Operations Director and the broader team with daily administrative tasks.
• Prepare, format, and review internal and external documents, including letters, memos, and presentations.
• Maintain calendars, coordinate meetings, and organize appointments across departments.
• Keep physical and digital records filed and properly organized.

Event and Guest Support

• Provide administrative and logistical support during CHQ events and other major activities, including the 1 Billion Followers Summit.
• Assist with guest check-in, and help coordinate members, visitors, and VIP attendees.
• Support the scheduling and coordination of meetings during events.
• Maintain guest lists, briefing packs, and event scheduling documents.

Communication, Coordination, and Additional Conditions

This role also involves acting as a communication bridge between teams so that information moves quickly and accurately across the organization.

• Manage confidential and sensitive information with complete discretion.
• Track outstanding tasks, approvals, and action items for management.
• Provide support on ad hoc tasks and special assignments as needed.

Strict punctuality is essential. As the first person people see when entering Creators HQ, being on time, fully prepared, and professionally available is mandatory.

Creators HQ also hosts events that may run into the evening. The selected candidate must be available to support these activities beyond regular working hours when needed. Any extra time worked during such events will be compensated with time off on the following day.

Requirements

• Strong organizational skills and the ability to manage time effectively.
• Clear written and spoken English communication; Arabic knowledge is an advantage.
• A professional appearance and the confidence to interact with senior officials and prominent guests.
• Good working knowledge of Microsoft Word, Excel, and PowerPoint.
• Ability to handle multiple tasks and prioritize well in high-pressure situations.
• Self-driven, attentive to detail, and collaborative in a team setting.
• High levels of discretion and professionalism when dealing with confidential information.
• Previous exposure to event coordination or logistics support is beneficial.