Job description

About Dubai Future Foundation:

Dubai Future Foundation (DFF) was established in 2016 to institutionalize future-shaping for Dubai and strengthen the city’s position as a leading global city of the future. The Foundation works in partnership with government and private-sector entities to imagine, design and accelerate Dubai’s future. Its work spans five strategic areas: future foresight, knowledge dissemination, capacity building, future design and future acceleration. At the heart of DFF’s mandate is turning future-focused ideas and opportunities into tangible outcomes. The Foundation embraces risk-taking, agility and foresight as key attributes in navigating emerging opportunities and challenges. DFF is guided by a core belief that leading in the present is not enough; the future must be actively imagined, designed and executed.

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, 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 that include 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 the website: www.dubaifuture.ae

WHERE DOES THIS ROLE FIT INTO THE BIGGER PICTURE?

The Workplace Executive plays an important role in ensuring that DFF’s workplace environment operates smoothly, efficiently, and professionally. Sitting at the intersection of workplace operations, administration, coordination, and employee experience, this role supports the day-to-day running of the workplace while ensuring employees, visitors, and stakeholders receive a seamless experience.

The role combines strong organisational skills with a service-oriented mindset and requires someone who is equally comfortable managing office logistics, coordinating suppliers, supporting employees, and assisting with workplace events and activities.

It is also designed as a genuine growth path, providing broad exposure across workplace operations, administration, coordination, employee experience, and events, building a strong foundation for future roles in corporate services, workplace management, facilities coordination, or employee experience within DFF.

ABOUT THE ROLE

As a Workplace Executive, you will support the day-to-day operations of DFF’s workplace environment, ensuring that workplace services, administrative requirements, employee support, and related activities are delivered efficiently and to a high standard.

You will coordinate with internal teams, suppliers, and service providers, maintain accurate records, support workplace initiatives and events, and ensure that day-to-day requirements are followed through to completion.

The role suits someone who is organised, service-oriented, proactive, and comfortable managing multiple priorities in a fast-paced environment.

KEY RESPONSIBILITIES

1. Workplace & Front Office Management

• Welcome visitors, delegates, VIPs, and staff in a warm, professional, and culturally appropriate manner.

• Manage the front office, 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, meeting, and common areas are always presentable, organised, and aligned with DFF’s workplace standards.

• Liaise with security and facilities teams on access control, visitor protocols, and workplace requirements.

2. Workplace Administration

• Provide day-to-day administrative support to the Workplace team and other departments as required.

• Manage courier, mail, and deliveries, both incoming and outgoing.

• 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 records and filing systems, both physical and digital, in line with document control practices.

3. Workplace Coordination

• Act as a liaison between departments to ensure smooth day-to-day workplace operations and employee support.

• Coordinate with vendors and suppliers, including catering, stationery, maintenance, and transportation, and monitor service quality.

• Support onboarding logistics for new employees, such as welcome kits, desk setup, access cards, and workplace arrangements, in coordination with HR and relevant teams.

• Coordinate travel and accommodation arrangements for visiting guests, delegates, or officials when required.

• Assist in preparing and tracking purchase requests, invoices, and basic budget documentation related to workplace services.

• Follow up on workplace issues and requests to ensure timely resolution and closure.

4. Employee Experience & Events Support

• Support workplace initiatives and activities that enhance employee experience, engagement, and workplace culture.

• Assist in the planning and execution of internal and external events, including government visits, forums, workshops, and staff engagement activities.

• Coordinate logistics such as venue setup, signage, seating arrangements, catering, and guest lists.

• Liaise with internal teams, including HR, marketing, protocol, security, and IT, and external vendors to ensure smooth event delivery.

• Provide on-ground support during events, including registration, hospitality, and coordination.

• Support post-event activities such as feedback collection, vendor settlement, and reporting.

5. Workplace Services & Continuous Improvement

• Monitor workplace service requirements and identify opportunities to improve efficiency and employee experience.

• Maintain workplace checklists, trackers, schedules, and service records to ensure key activities are completed on time.

• Support the implementation of workplace procedures, standards, and service improvements.

• Escalate operational issues or service concerns appropriately and follow through until resolution.

• Contribute to a professional, organised, and welcoming workplace environment that reflects DFF’s standards and values.

WHY THIS ROLE IS IMPORTANT

This role helps shape the day-to-day workplace experience for DFF employees, visitors, and stakeholders. By ensuring workplace operations, administration, and employee support run smoothly, the Workplace Executive enables teams to remain focused on delivering the Foundation’s priorities.

The role contributes to maintaining a professional and efficient workplace, strengthening employee experience, supporting cross-functional teams, and ensuring that workplace services consistently meet the needs of a dynamic and future-focused organisation.

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 passionate about execution, innovation, and the future of Dubai.

Expect 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, giving team members a genuine path to grow their skills and take on greater responsibility over time.

• Bachelor’s degree in Business Administration, Hospitality Management, Public Relations, Facilities Management, or a related field.

• Fresh graduates are encouraged to apply — no prior experience required. Strong preference will be given to candidates with internships, part-time roles, or volunteer experience in customer service, workplace operations, events, or administration.

• Candidates with 1 to 3 years of relevant experience in workplace operations, reception, administration, employee experience, or events coordination, ideally within a government, semi-government, or corporate environment, are also welcome.

• Fluency in English and Arabic is required, particularly for engaging with government stakeholders, employees, and VIP guests.

SKILLS & COMPETENCIES

• Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook).

• Familiarity with visitor management systems, calendar and scheduling tools, and basic workplace or office management software is an advantage.

• Strong written and verbal communication skills.

• Professional presentation and telephone etiquette.

• Basic understanding of workplace operations, event logistics, and protocol procedures.

• Ability to multitask and manage competing priorities in a fast-paced workplace environment.

• Strong organisational skills and attention to detail.