Guest Relations Executive

DUBAI FUTURE FOUNDATION; Dubai; On-site; AED 112,000 - 156,000; Full time

Job summary

Dubai Future Foundation is seeking a Guest Relations Executive to be the face of the organization at the front desk, managing reception, administration, and event logistics. The role combines hospitality with professional coordination to ensure smooth day-to-day operations and high-quality guest experiences.

The successful candidate will be comfortable welcoming VIP delegations, coordinating procurement, and supporting a range of meetings and events.

Qualifications

• Bachelor's degree required or equivalent.
• Fluency in English and Arabic preferred for engaging with government stakeholders and VIP guests.
• Strong written and verbal communication skills.
• Fresh graduates encouraged; internship/volunteer experience in customer service, events, or administration welcomed.

Responsibilities

• Welcome visitors, delegates, VIPs, and staff in a warm, professional manner.
• Manage front desk, answer calls, respond to inquiries in person, by phone, and by email.
• Maintain visitor management system and issue badges; coordinate host notifications.
• Coordinate with vendors and HR for onboarding logistics; arrange travel and accommodations for guests.
• Assist in planning and execution of internal and external events; provide on-ground support.

Skills

Microsoft Office

Visitor management

Communication skills

Telephone etiquette

Event logistics

multitasking

Education

Bachelor's degree in Business Administration, Hospitality Management, Public Relations, or related field

Tools

Microsoft Office Suite

Visitor management systems

Job description

Job Description:

LIFE AT DUBAI FUTURE FOUNDATION

Dubai Future Foundation (DFF) aims to realize the wise vision of Dubai's leadership to keep Dubai 10 years ahead by institutionalizing future-oriented thinking and forward-looking methodologies that position Dubai as the leading city of the future.

In collaboration with government entities, global institutions, startups, and innovators, DFF drives collective efforts to imagine, design, and execute the best possible future for humanity.

Under the supervision of His Highness Sheikh Hamdan bin Mohammed bin Rashid Al Maktoum, Crown Prince of Dubai, Chairman of the Executive Council of Dubai, and Chairman of the Board of Trustees of DFF, the Foundation oversees a portfolio of initiatives including the Museum of the Future, Area 2071, Dubai Future Accelerators, Dubai Future Labs, Dubai Future Academy, Dubai Future Forum, Dubai Centre for AI, and the Dubai RDI Program.

Through these platforms, DFF institutionalizes foresight, enables innovation, builds talent, and designs the systems and industries that will keep Dubai 10 years ahead in every dimension of its future.

For more information on the initiatives, projects, and programs of Dubai Future Foundation, please visit www.dubaifuture.ae.

WHERE DOES THIS ROLE FIT INTO THE BIGGER PICTURE?

The Guest Relations Executive is the face and front line of DFF and the first impression every visitor, delegate, government official, and staff member has of the Foundation.

Sitting at the intersection of reception, administration, coordination, and events, this role ensures that DFF's day-to-day operations run smoothly and that every guest experience reflects the professionalism and ambition of the Foundation.

The role combines the warmth of a host with the discipline of an administrator and the composure of an event coordinator. The successful candidate will be equally comfortable welcoming a VIP delegation, managing office logistics, and supporting a high-profile Foundation event.

The role is also designed as a genuine growth path. The breadth of exposure across reception, administration, coordination, and events provides a strong and versatile foundation for future roles in corporate services, executive support, protocol, or event management within DFF.

KEY RESPONSIBILITIES

Reception and Front Desk Management

• Welcome visitors, delegates, VIPs, and staff in a warm, professional, and culturally appropriate manner.
• Manage the front desk, answer and direct incoming calls, and respond to general inquiries in person, by phone, and by email.
• Maintain the visitor management system, issue visitor badges, and coordinate host notifications.
• Ensure reception and lobby areas are consistently presentable, organized, and aligned with DFF's brand standards.
• Liaise with security and facilities teams regarding access control and visitor protocols.

Administration

• Provide day-to-day administrative support to the Guest Relations team and other departments as required.
• Manage incoming and outgoing courier, mail, and deliveries.
• Maintain office supplies inventory and coordinate procurement requests.
• Prepare correspondence, memos, letters, and basic reports as required.
• Support meeting room bookings, calendar coordination, and hospitality arrangements for internal and external meetings.
• Maintain accurate physical and digital records and filing systems in line with document control practices.

Coordination

• Act as a liaison between departments to ensure smooth day-to-day operations related to guest experience and office services.
• Coordinate with vendors and suppliers, including catering, stationery, maintenance, and transportation providers, and monitor service quality.
• Support onboarding logistics for new employees, including welcome kits, desk setup, and access badges, in coordination with HR.
• Coordinate travel and accommodation arrangements for visiting guests, delegates, or officials when required.
• Assist with preparing and tracking purchase requests, invoices, and basic budget documentation related to guest services.

Events Support

• Assist in the planning and execution of internal and external events, including government visits, forums, workshops, and staff engagement activities.
• Coordinate event logistics, including venue setup, signage, seating arrangements, catering, and guest lists.
• Liaise with internal teams, including Marketing, Protocol, Security, and IT, as well as external vendors, to ensure smooth event delivery.
• Provide on-ground support during events, including guest registration and hospitality.
• Support post-event activities, including feedback collection, vendor settlement, and reporting.

WHO WE'RE LOOKING FOR

• Bachelor's degree in Business Administration, Hospitality Management, Public Relations, or a related field.
• Fresh graduates are encouraged to apply. No prior experience is required; however, strong preference will be given to candidates with internship, part-time, or volunteer experience in customer service, events, or administration. This role provides an excellent entry point into DFF, with mentorship and exposure designed to support career growth into broader corporate services or coordination roles over time.
• Candidates with 1 to 3 years of relevant experience in reception, administration, or event coordination, ideally within a government, semi-government, or corporate environment, are also welcome to apply.
• Fluency in both English and Arabic is required, particularly for engaging with government stakeholders and VIP guests.

SKILLS AND COMPETENCIES

• Proficient in Microsoft Office, including Word, Excel, PowerPoint, and Outlook.
• Familiarity with visitor management systems, calendar and scheduling tools, and basic office management software is an advantage.
• Strong written and verbal communication skills.
• Well-groomed and professional presentation, with excellent telephone etiquette.
• Basic understanding of event logistics and protocol procedures.
• Ability to multitask and manage competing priorities in a fast-paced front-office environment.

WHAT DUBAI FUTURE FOUNDATION OFFERS

DFF offers a dynamic and mission-driven environment that values collaboration, excellence, and measurable impact.

You will work alongside multidisciplinary teams who are passionate about execution, innovation, and the future of Dubai. The role offers diverse challenges, high-level exposure, and the opportunity to contribute directly to shaping Dubai's readiness for the future.

DFF invests in its people through structured learning, mentorship, and exposure to senior leadership and government stakeholders, providing team members with a genuine opportunity to develop their skills and take on greater responsibility over time.