Personal Assistant to the CEO and Key Partner Coordinator

Responsibilities

Inbox & Calendar Management

• Oversee and prioritize high-volume emails, ensuring prompt handling of critical communications.
• Filter and categorize internal and external communications for organized workflow.
• Coordinate complex calendars and optimize meeting schedules for all stakeholders.

Meeting Preparation & Follow-ups

• Schedule, organize meetings, and prepare detailed agendas.
• Document meetings and turn transcripts into concise, actionable minutes.
• Track progress on follow-up actions and ensure prompt completion.

High-Level Correspondence

• Draft professional communications for landlords, suppliers, and executives, maintaining brand voice.
• Manage correspondence from key partners; respond or escalate issues to foster relationships.

Key Partnership Coordination

• Engage proactively with landlords, suppliers, and strategic partners to maintain effective communication channels.
• Organize events and facilitate meetings to strengthen partner relationships.

Confidential & Executive Support

• Handle sensitive documents and maintain confidentiality.
• Assist executives in negotiations, prepare documentation, and conduct background research.
• Coordinate travel, expense reporting, and project management support.

Lead Property Onboarding Efforts

• Guide prospective property owners through onboarding.
• Coordinate with internal and external teams for timely property integration.
• Align all onboarding activities with SmartStay standards and strategy.

Requirements

• Excellent English communication and writing
• Previous Personal Assistant or Executive Assistant experience
• Strong organizational and multitasking skills
• Skilled in relationship-building
• Proficiency with productivity tools (email, calendar, conferencing, docs)
• Knowledge of UAE market or prior UAE experience
• Independence and collaborative working ability
• High integrity and professionalism

Benefits

• Competitive compensation with growth potential
• Collaborative, dynamic work environment with visionary leadership
• Opportunities to contribute to new ventures and impactful projects
• Career development 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. With a focus on optimizing ROI for property owners, SmartStay combines technological innovation and top-tier service to create outstanding guest experiences. Join us as we expand into new sectors, driving growth and excellence.