The Adam Foundation is a forward-thinking UK charitable foundation. Our mission is to strengthen national unity within a global context by promoting social cohesion, civic responsibility, equality, and the principles of a free and democratic society.
The Receptionist and Events Assistant will be responsible for providing a professional, courteous, and efficient front-of-house service at the Adam Foundation’s new office and the Adam Hub at Millbank Tower. The role combines receptionist duties with broader administrative and event coordination responsibilities, supporting meetings, seminars, and civic gatherings hosted across the Adam Foundation, Avicenna Foundation, and the Community Exchange Hub (CEH).
As the first point of contact for visitors and callers, the post-holder will embody the values and mission of the Foundation, ensuring a welcoming environment and smooth operational support. The Adam Hub will host visiting partners, civic and community leaders, and research fellows, and the role will be central to ensuring the Hub operates effectively as a space for collaboration, dialogue, and engagement.
Key Responsibilities
Reception and Front-of-House Duties
* Act as the first point of contact for all visitors, guests, and partners, greeting them with professionalism and warmth.
* Manage the reception desk during working hours, including handling calls, emails, post, and deliveries.
* Maintain visitor records and coordinate access passes in line with building security procedures.
* Ensure that the reception area, meeting rooms, and shared spaces are tidy, organised, and welcoming.
* Represent the Adam Foundation and its partners with professionalism, discretion, and courtesy at all times.
Administrative and Office Support
* Support office compliance by ensuring that all required safety and maintenance checks are carried out, including fire extinguishers, emergency lighting, and first-aid provisions.
* Liaise with building management, security, and front desk reception to maintain effective communication and ensure operational needs are met.
* Oversee relationships and visits with vendors and service providers, including cleaning contractors, maintenance engineers, and equipment suppliers.
* Maintain up-to-date records of service contracts and compliance visits, ensuring renewals and inspections are scheduled as required.
* Report maintenance or health and safety concerns promptly to management and assist in ensuring the office meets all relevant workplace standards.
Events and Hub Coordination
* Support the planning and delivery of meetings, events, and civic gatherings held within the office and Adam Hub.
* Manage guest lists, RSVPs, hospitality, and logistical arrangements in collaboration with the Events and Operations teams.
* Prepare event spaces to a high standard, ensuring equipment and refreshments are ready and available.
* Provide on-the-day event support, greeting guests, coordinating set-up, and liaising with catering, AV, and facilities teams.
* Maintain the Adam Hub booking calendar to ensure efficient scheduling and use of space.
Community and Stakeholder Support
* Support engagement with community partners, visiting fellows, and institutional guests using the Adam Hub.
* Assist in ensuring that materials, displays, and information within the Hub reflect current projects and initiatives.
* Help maintain relationships with partners and guests through consistent professionalism and attention to detail.
General Responsibilities
* Uphold confidentiality and discretion in all duties.
* Assist with petty cash, invoice processing, and event-related expenses where required.
* Contribute to the Foundation’s broader mission and support day-to-day office functions as needed.
Skills and Experience
Essential
* Experience in a receptionist, administrative, or front-of-house role.
* Excellent communication and interpersonal skills, with a professional and welcoming manner.
* Highly organised, with strong attention to detail and the ability to manage multiple priorities.
* Proficiency in Microsoft Office and general office systems.
* A positive, proactive, and adaptable approach.
* Ability to work independently and collaboratively within a small team.
Desirable
* Experience in event coordination, hospitality, or community engagement.
* Prior experience in a charitable, educational, or civic organisation.
* Understanding of, and alignment with, the mission of the Adam Foundation, Avicenna Foundation, and CEH.
* Awareness of the civic and cultural environment in which the Adam Hub operates.
Personal Attributes
* Aligned with the Foundation’s principles of service, leadership, and civic participation.
* Passionate about the work of the Foundation and ambition it has.
* Warm, courteous, and confident when engaging with guests and partners.
* Professional, reliable, and discreet in managing sensitive matters.
* Flexible, resourceful, and solutions-oriented.
Contract and Hours
* One-year fixed term, with potential for renewal.
* Full-time or part-time depending on rota (minimum three days per week).