Personal Assistant to the CEO and Key Partner Coordinator

Responsibilities

Inbox & Calendar Management

• Efficiently oversee and prioritize high-volume emails, ensuring critical communications are addressed promptly.
• Filter and categorize incoming communications (both internal and external) to maintain organized correspondence and workflow.
• Coordinate complex calendars to optimize scheduling for meetings, ensuring all essential stakeholders are considered.

Meeting Preparation & Follow-ups

• Schedule and organize key meetings, including preparing comprehensive agendas tailored to the objectives of the meeting.
• Accurately document meetings, turning detailed transcripts into concise, actionable minutes with clear follow-up actions and responsibilities.
• Track progress on follow-up action items and ensure timely completion through diligent follow-up communications.

High-Level Correspondence

• Draft professional and effective communications tailored to various stakeholders, including landlords, suppliers, and executive team members, maintaining brand voice and professionalism.
• Manage incoming correspondence from key partners, responding or escalating issues where necessary to foster strong relationships.

Key Partnership Coordination

• Proactively engage with landlords, suppliers, and strategic partners, ensuring communication channels are open and effective to long-term relationships.
• Organize events and meetings to facilitate deeper engagement with partners, contributing to relationship-building efforts.

Confidential & Executive Support

• Handle sensitive documents and information with utmost discretion and professionalism, ensuring confidentiality is maintained.
• Assist executives in high-stakes negotiations, preparing necessary documentation and conducting background research to support decision-making.
• Coordinate and execute various executive tasks efficiently, including travel arrangements, expense reporting, and project management support.

Lead Property Onboarding Efforts

• Serve as the primary point of contact for prospective property owners, guiding them through the onboarding journey.
• Coordinate with internal departments and external partners to ensure smooth and timely property integration.
• Ensure all onboarding activities align with SmartStay’s operational standards and growth strategy.

Requirements

• Excellent English communication and writing skills
• Proven experience as a Personal Assistant, Executive Assistant, or similar role
• Exceptional organizational skills with attention to detail
• Strong interpersonal skills
• Proficiency with productivity tools (email, calendar, video conferencing, document management)
• Knowledge of UAE market/business culture
• Ability to work independently and as part of a team
• High degree of professionalism and confidentiality

Benefits

• Competitive compensation with growth opportunities
• Collaborative, dynamic work environment with a visionary CEO
• Opportunities to contribute to exciting new ventures and groundbreaking projects
• Chance to shape your career and make a lasting impact in a fast-growing startup

About the Company

SmartStay is a premium holiday homes company delivering short-term stays in Downtown Dubai and other prime locations. We specialize in optimizing ROI for property owners, combining technological innovation with superior service to deliver unparalleled experiences. Join us as we expand our impact across multiple sectors, driving growth and excellence in each venture.