Personal Assistant to the CEO and Key Partner Coordinator

Responsibilities

• 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, considering all essential stakeholders.
• Schedule and organize key meetings, including preparing comprehensive agendas tailored to meeting objectives.
• Accurately document meetings, turning detailed transcripts into concise, actionable minutes with clear follow-up items.
• Track progress on follow-up action items and ensure timely completion.
• Draft professional and effective communications to various stakeholders, maintaining brand voice and professionalism.
• Manage incoming correspondence from key partners, responding or escalating as necessary.
• Proactively engage with landlords, suppliers, and strategic partners to foster effective, long-term relationships.
• Organize events and meetings to facilitate deeper partner engagement.
• Handle sensitive documents and information with discretion and professionalism.
• Assist executives in high-stakes negotiations, prepare supporting documentation, and conduct background research.
• Coordinate and execute executive tasks such as travel arrangements, expense reporting, and project management support.
• 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 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
• Strong organizational skills and attention to detail
• Excellent interpersonal and communication abilities
• Proficiency in productivity tools (email, calendar management, video conferencing, document management)
• Knowledge of UAE market or prior experience working in the UAE
• Ability to work independently and collaboratively
• High degree of professionalism, integrity, and confidentiality

Benefits

• Competitive compensation with growth opportunities
• Collaborative, dynamic work environment with a visionary CEO
• Opportunities to contribute to exciting new ventures and projects
• The 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. Specialising in optimising ROI for property owners, SmartStay combines technological innovation with superior service to deliver exceptional experiences. As the company expands its impact across multiple sectors, it remains dedicated to driving growth and excellence through innovative solutions and a collaborative workplace culture.