Administrative Assistant & Front Desk Officer

Overview

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

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

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