Receptionist and Office Support Coordinator

About Cognita

At Cognita, we know every student is unique. We nurture their distinct personalities and strengths. We support them academically, socially, and emotionally, wherever they are in the world, wherever they are starting from. And each and every one of our schools is unique too. We protect what is special about them, whilst offering them rich knowledge, opportunities, and the best practices. And they get to be part of something bigger.

About the role

Are you a warm, welcoming, and highly organised individual looking to work in a dynamic office environment? Cognita is seeking a professional and proactive Receptionist and Office Support Coordinator to join our administration team based in Dubai. You will be the first point of contact for visitors and will provide essential support to our executive team and HR manager.

Key responsibilities will include;

Receptionist Duties:

• Greet and welcome guests, ensuring a positive and professional first impression.
• Manage room bookings and coordinate meeting spaces.
• Support office activities and events, ensuring smooth execution.
• Arrange hospitality for meetings and events, including refreshments and catering.
• Efficiently manage incoming calls, directing enquiries, and providing information with courtesy and accuracy.

Executive Assistant (EA) Duties:

• Provide EA support to designated executives, including diary and email management.
• Set agendas and take minutes for meetings, ensuring accurate and timely documentation.
• Maintain high communication standards, managing confidential information with discretion and trust.
• Process expense claims.

Travel Coordination:

• Oversee travel booking responsibilities, including arranging visas, for designated teams
• Collaborate with other EAs to ensure coordinated and efficient travel planning for executives and their teams.

Candidate Requirements:

Skills and Experience:

• Strong written and verbal English skills.
• Excellent multitasking abilities and the capability to handle sensitive information.
• Exceptional organisational skills and attention to detail.
• Effective time management and the ability to prioritise tasks.
• Strong decision-making skills and initiative.
• Excellent communication skills.
• Previous experience in a receptionist or administrative support role is essential.
• Experience as an executive assistant or in a similar capacity is advantageous.
• Familiarity with international travel booking and coordination is preferred.
• Proficiency in Microsoft Office Suite and other relevant software is essential.

Personal Attributes:

• Professional and welcoming demeanour.
• Detail oriented and proactive in anticipating needs.
• Ability to work independently as well as part of a team.

Safeguarding Responsibilities:

• To comply with safeguarding policies, procedures, and code of conduct.
• To demonstrate a personal commitment to safeguarding and student/colleague wellbeing.
• To ensure that any safeguarding concerns or incidents are reported appropriately in line with policy.
• To engage in safeguarding training when required.

If you feel you can make an impact as a key player in our regional office, we would love to hear from you!

Cognita Schools are committed to safeguarding and promoting the welfare of children and young people and expects all staff, volunteers and other third parties to share this commitment. Safer recruitment practice and pre-employment background checks will be undertaken before any appointment is confirmed