Assistant & Business Coordinator
- Dubai, United Arab Emirates
نُشرت قبل 7 أيام
عن الوظيفة
This role reports to the Chief Engagement Officer and is based at Metabolic.Health's head office in Dubai, UAE.
Role Purpose
The Assistant & Business Coordinator is the operational backbone behind the Chief Engagement Officer and the marketing, communications, partnerships, and business development functions she leads. The role is a hybrid of direct support and business coordination. It manages the CXO's diary, travel, and correspondence, and it picks up the execution work that keeps the wider function moving day to day, from building a prospect database to preparing a research brief before a partner meeting to chasing an overdue deliverable. It owns the research that feeds partnership and business development conversations, alongside marketing admin, meeting management, supplier records, and project tracking. It knows who to loop in when something needs sorting out, and it follows up until it's closed. The role gives the Chief Engagement Officer a reliable set of hands across everything she runs, so several workstreams can move at once without things slipping through the cracks.
Key Responsibilities
Direct Support
- Manage the Chief Engagement Officer's calendar, including scheduling, rescheduling, and protecting time for priority work.
- Coordinate travel, itineraries, and related bookings.
- Triage incoming email and messages, flag what needs attention, and draft first pass replies for review.
- Prepare briefing notes, agendas, and materials ahead of meetings so the CXO walks in prepared.
- Handle personal administration and correspondence as needed, with discretion.
Research & Intelligence
- Source and profile companies, founders, executives, creators, and potential partners across active projects.
- Prepare short written research briefs ahead of partner, guest, and business development meetings.
- Research and shortlist guests for the Metabolic Majlis Founder Series, including background, relevance, and route to contact.
- Track competitor activity, market developments, and partnership opportunities, and flag anything relevant.
Business Development & Partnerships Support
- Build and maintain the outreach pipeline and tracker across active business development workstreams, including gym and personal trainer partnerships, executive health packages, performance packages, and corporate screenings.
- Draft first pass outreach emails and messages for review, and send once approved.
- Log responses, schedule follow ups, and chase conversations that have gone quiet.
- Prepare and format partnership proposals, decks, and supporting materials.
Marketing & Communications Support
- Update the marketing calendar and campaign tracker with the latest status on each item.
- Coordinate logistics with agencies and vendors, including sending briefs, chasing deliverables, and confirming dates.
- Organize marketing files, assets, and approvals so the current version is always easy to find.
- Track marketing material through regulatory and advertising review in the UAE and UK, and flag what is submitted, cleared, or blocked.
Events & Programs
- Coordinate logistics for marketing shoots, events, clinic launches, and the Metabolic Majlis Founder Series, including venues, vendors, guests, and materials.
- Prepare run of show documents, guest lists, and briefing packs.
- Manage post event follow up, including thank yous, asset collection, and contact capture.
Supplier & Vendor Coordination
- Maintain a current record of every active supplier contract, renewal date, and point of contact.
Raise and follow up on supplier issues, such as a late delivery or a billing discrepancy, until they're resolved. - Coordinate day to day communication between the Chief Engagement Officer and suppliers on requests and updates.
Meeting Management & Communication
- Schedule internal and external meetings, book rooms, and send calendar invites.
- Attend internal, partner, and supplier meetings as needed, take notes, and own the follow up actions.
- Act as the first point of contact between departments, clients, and outside stakeholders on day to day queries.
- Answer phone and email queries for the function and route anything that needs the Chief Engagement Officer's attention.
Project Support
- Track timelines for marketing, partnership, and business development projects and flag anything falling behind.
- Monitor deliverables against the project plan and follow up with the people responsible.
- Organize and maintain project documents so the latest version is always available.
Record Keeping, Reporting & Billing
- Build and maintain databases for prospects, partners, creators, media contacts, corporate leads, suppliers, and contracts.
- Compile the data the Chief Engagement Officer needs for weekly and monthly reports.
- Maintain shared trackers, templates, and folders so records stay consistent and easy to hand over.
- Coordinate invoice paperwork for the function and prepare expense reports for the Chief Engagement Officer's review.
Key Deliverables
- A managed calendar, travel schedule, and inbox for the Chief Engagement Officer.
- Research briefs delivered ahead of partner, guest, and business development meetings.
- An up to date business development pipeline and outreach tracker, with follow ups logged and chased.
- Accurate, current databases for prospects, partners, creators, media, corporate leads, suppliers, and contracts.
- An up to date marketing calendar and campaign tracker.
- Delivered event and program logistics, including the Metabolic Majlis Founder Series.
- Tracked project timelines and deliverables across active workstreams.
- Meeting notes and tracked action items, with agendas and materials circulated in advance.
- Organized, current files, proposals, and approvals across marketing, partnerships, and business development.
- Current supplier and contract records, and expense and invoice paperwork with no backlog.
Role Scope & Boundaries
The Assistant & Business Coordinator owns the day to day execution, research, coordination, meeting management, and record keeping that support the Chief Engagement Officer and the functions she leads, working from direction she sets. The role does not set marketing, partnership, or business development strategy or priorities, that stays with the Chief Engagement Officer. It tracks and flags project timelines and deliverables, and does not own a project's outcome or decisions, that stays with the person leading the project. It supports business development through research, outreach preparation, tracking, and follow up, and does not lead partner negotiations or commit the business to terms. It does not negotiate supplier pricing or process purchase orders. Final decisions on supplier selection, partner selection, and department priorities stay with the Chief Engagement Officer. The role handles confidential business, partner, and personal information, and is expected to exercise discretion at all times.
Requirements
Education & Experience
- A high school diploma or equivalent is required, a bachelor's degree in business administration, marketing, commerce, or a related field is preferred.
- Previous experience in an assistant, business coordination, or similar support role, ideally supporting a senior leader across more than one function.
- Experience with research, list building, or outreach coordination is a strong advantage.
- A project management certification is an asset, not a requirement.
Technical Skills
- Genuinely tech savvy and quick to pick up new tools and platforms without hand holding.
- Confident using AI tools day to day for research, drafting, summarizing, and organizing work.
- Proficient in Microsoft Office, especially Word, Excel, and PowerPoint, for tracking, reporting, and presenting.
- Comfortable working in Notion and maintaining databases and shared trackers across multiple projects.
- Able to find, verify, and summarize information quickly from public sources.
Soft Skills
- Proactive. Anticipates what's needed and moves on it without waiting to be asked.
- Strong written communication, able to turn research into a short usable summary and draft a clear first pass email.
- Excellent judgment on what to escalate, what to handle, and what can wait.
- Manages time effectively across several open tasks and deadlines.
- Strong attention to detail across records, briefs, and trackers.
- Organized, with a system for keeping trackers, files, and contracts current.
- Comfortable taking ownership of a task through to completion without close supervision.
- Multitasks well in a fast paced, deadline driven environment.
- Handles budgets, contracts, confidential business information, and personal matters with integrity and discretion.