Personal Assistant to CEO and Key Partner Coordinator

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, our approach combines 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.

The Role: Personal Assistant & Key Partnership Coordinator

As a Personal Assistant to the CEO and Key Partner Coordinator at SmartStay and related ventures, you will play a pivotal role in providing executive-level support while fostering and managing essential relationships with key stakeholders. Your contributions will be crucial to ensuring the seamless operation of our daily activities and the successful collaboration with our partners. This multifaceted position requires exceptional organizational skills, a proactive attitude, and the ability to juggle multiple tasks in a fast-paced environment.

Responsibilities:

Inbox & Calendar Management

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

Meeting Preparation & Follow-ups

1. Schedule and organize key meetings, including preparing comprehensive agendas tailored to the objectives of the meeting.
2. Accurately document meetings, turning detailed transcripts into concise, actionable minutes with clear follow-up actions and responsibilities.
3. Track progress on follow-up action items and ensure timely completion through diligent follow-up communications.
4. Draft professional and effective communications tailored to various stakeholders, including landlords, suppliers, and executive team members, maintaining brand voice and professionalism.
5. Manage incoming correspondence from key partners, responding or escalating issues where necessary to foster strong relationships.

Key Partnership Coordination

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

Confidential & Executive Support

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

Lead Property Onboarding Efforts

1. Lead the end-to-end onboarding process for new properties joining the SmartStay portfolio.
2. Serve as the primary point of contact for prospective property owners, guiding them through the onboarding journey.
3. Coordinate with internal departments and external partners to ensure smooth and timely property integration.
4. Ensure all onboarding activities align with SmartStay’s operational standards and growth strategy.

Qualifications:

1. Excellent English communication and writing skills.
2. Proven experience as a Personal Assistant, Executive Assistant, or in a similar role, preferably within a fast-paced, high-growth environment.
3. Exceptional organizational skills with strong attention to detail and the ability to manage multiple tasks simultaneously.
4. Excellent interpersonal and communication skills, both written and verbal, with a knack for building relationships.
5. Strong proficiency in productivity tools and software, including email platforms, calendar management systems, video conferencing tools, and document management applications.
6. Demonstrated knowledge of the UAE market or previous experience working in the UAE, with an understanding of local business practices and cultural nuances.
7. Ability to work independently and collaboratively as part of a team, demonstrating initiative and proactive problem-solving skills.
8. High degree of professionalism, integrity, and confidentiality.

What We Offer:

1. Competitive compensation with growth opportunities.
2. A collaborative, dynamic work environment with a visionary CEO.
3. Opportunities to contribute to exciting new ventures and groundbreaking projects.
4. The chance to shape your career and make a lasting impact in a fast-growing startup.