Run our office and be the first person our visitors meet. This role owns the front desk, the hosting of government and enterprise guests, and the day-to-day operation of the workplace.
About Xpin AI
Xpin AI builds sovereign AI for governments, enterprises, and institutions across the GCC. Our products work in Arabic and English and ship into government and enterprise environments across the region. The people who walk through our door are often senior: government delegations, enterprise clients, and partners. How they are received matters.
The role
You own the front of house and the office. That means two things running in parallel.
The first is hosting. You receive visitors, prepare the rooms, manage the flow of a client visit, and make sure a delegation arriving for a demonstration experiences a company that has its act together. Much of this also happens in Arabic, and doing it with the right warmth and protocol is a real skill.
The second is running the workplace. Suppliers, facilities, supplies, budgets, visitor access, travel, and the hundred small things that determine how the office works. You are the person who notices before anyone else does.
This is an ownership role rather than a desk-sitting one. You will be trusted to run things your own way and to spend against a budget.
What you'll do
Front of house and hosting
- Receive and host visitors in Arabic and English, including government and GCC delegations, with the etiquette those visits call for
- Manage meeting room bookings, prepare rooms for client sessions and product demonstrations, and coordinate refreshments and hospitality
- Handle incoming calls, couriers, deliveries, and correspondence
- Manage visitor access, passes, and the arrival experience end to end
Office and operations
- Own day-to-day office management: supplies, refreshments, equipment, and workplace upkeep
- Manage relationships with suppliers, building management, and service providers, including quotes and renewals
- Track and manage the office budget, petty cash, and expense records
- Support the team with travel bookings, hotel arrangements, and visitor logistics
- Coordinate onboarding logistics for new joiners: desk, access, and equipment readiness
- Help organise internal events, client visits, and occasional external events
- Support HR and finance with administrative coordination as needed
What we're looking for
Essential
- Three or more years in office management, front office, executive assistance, or a comparable role, ideally in a professional or corporate environment
- Arabic and English to a professional standard, spoken and written. Both are used daily with visitors and suppliers
- Warm, composed, and organised under pressure. Visitors arrive early, meetings overrun, and several things need attention at once
- Genuinely proactive. You anticipate rather than react, and you notice what needs doing without being asked
- Discretion and confidentiality. You will see client names, meeting patterns, and conversations that stay inside the building
- Comfortable with regional business etiquette, particularly when hosting government and GCC visitors
- Competent with everyday business tools: email, calendars, spreadsheets, and document handling
- Based in the UAE with the right to work, or eligible for sponsorship
Nice to have
- Emirati Arabic, or strong familiarity with Gulf dialect and UAE protocol
- Experience hosting government delegations or VIP visitors
- Content creation ability. If you can shoot and edit short-form video or photography of office life, events, and team moments, there is a genuine outlet for it here and we would welcome it. This is a bonus rather than a requirement.
- Copywriting in Arabic or English for social or internal communications
- Experience managing office budgets or supplier contracts
- Event coordination experience
- Familiarity with HR or finance administration
Why join
This is a real ownership role in a fast-growing AI company, not a desk you staff. You will host people who run government departments and large enterprises, and you will run the workplace the way you think it should be run.
If you have creative interests, there is room to contribute to how we present ourselves publicly.
Compensation and logistics
On-site in Dubai, standard office hours with some flexibility around client visits and events, which occasionally fall outside them. Compensation is competitive and benchmarked to your experience and the UAE market. The package includes UAE employment visa sponsorship, medical insurance, and annual leave and flight allowance per UAE labour law and company policy. Xpin AI hires on demonstrated ability and welcomes applicants of all nationalities and backgrounds.
How to apply
Send your CV along with a short note on the office or front-of-house environment you have run and what you improved about it. If you have content you have made, whether for work or personally, include a link. We read every application and will reply either way.