Member Services Coordinator and Executive Assistant

About tRetail Labs tRetail Labs is an AI research and advisory company at the intersection of behavioural science, emotional intelligence and AI. We work with leading airports, global brands and operators across the travel and hospitality industry.Our platform, nrtureai™, is deployed with international airports, hospitality groups and regional tourism bodies. We also convene a global industry committee on the future of airport F&B, and co-publish passenger experience intelligence used by decision-makers across the sector.The role As we establish our Dubai presence, we are appointing a Member Services Coordinator and Executive Assistant, working directly with our Founder and CEO. This is a senior-facing position at the centre of our industry relationships. You will manage our engagement with member organisations, coordinate our conferences and virtual roundtable discussions, manage leads and project-related CRM activity, and provide executive support to the CEO and the wider leadership team.The role works across global time zones, including Australia, Asia, Europe and North America.Key Responsibilities1. Member servicesLead onboarding of member organisations, including agreements, welcome materials, invoicing and early engagementServe as the primary point of contact for member enquiries, requests and renewalsMonitor member engagement and recommend actions to strengthen relationships2. Conferences and virtual roundtablesPlan and deliver our participation at major international industry conferences, including exhibitions, executive breakfasts and member dinnersCoordinate in-person events remotely from Dubai, working closely with venues, suppliers and on-site teamsCoordinate virtual roundtable discussions end to end, including speaker and participant liaison, scheduling across time zones, platform setup, briefing notes and post-session summariesOversee invitation lists, RSVPs and follow-up with senior industry guests3. Lead managementManage incoming leads, from first enquiry and qualification through to meeting scheduling and follow-upWork directly with the CEO on pipeline reviews, prioritising opportunities and preparing materials for prospect meetingsManage CRM records for selected projects and engagements, tracking contacts, conversations, proposals and next steps with airports, brands and operatorsKeep project contact lists, segmentation and consent records current, in line with GDPR and UAE data protection requirementsCoordinate newsletters, member briefings and email sequences with the marketing and technology teamsProduce regular reporting on pipeline, project engagement, event attendance and newsletter performance4. Executive support to the CEO and senior leadershipManage complex calendars and coordinate meetings across global time zonesArrange international travel, visas and itineraries for the leadership teamPrepare meeting materials, record outcomes and track actions to completionManage correspondence and prepare first drafts of communications, presentations and documentsHandle sensitive and confidential matters with discretionExperience and capabilities5+ years in member services, event management, business development support or executive support, ideally within an industry association, membership organisation, events business or professional services firmA track record of delivering conferences, executive events or virtual roundtables end to endExperience supporting a sales or business development pipeline, ideally in B2B, SaaS or professional servicesExcellent written and spoken English, with a polished, professional manner when engaging senior stakeholdersFlexibility to work across global time zones, including occasional early morning or evening callsProven ability to support senior executives and manage competing priorities with precisionProficiency in Google Workspace, CRM platforms such as HubSpot, email marketing tools such as Mailchimp, and virtual meeting platforms such as Zoom or TeamsBased in Dubai and holding valid UAE residencyDesirableExperience in aviation, travel retail, hospitality or F&BFamiliarity with major GCC industry events such as Arabian Travel Market, Gulfood or Airport ShowWhat we offerA central role in a company shaping how airports and travel brands understand their passengersDirect exposure to the CEO and to senior leaders from airports, brands and operators worldwideGenuine responsibility within a focused, high-calibre teamClose involvement in leading international industry events and executive discussions