وصف الوظيفة
Role Overview
Assistant & Business Coordinator at Metabolic Health, based at the head office in Dubai, UAE. This role reports to the Chief Engagement Officer.
Role Purpose
The Assistant & Business Coordinator is the operational backbone of the Chief Engagement Officer and the marketing, communications, partnerships, and business development functions she leads. The role combines direct executive support with business coordination, managing the CXO's diary, travel, and correspondence while executing the day-to-day work across multiple workstreams. It owns research, partnership and business development support, marketing administration, meeting management, supplier records, and project tracking, ensuring nothing slips through the cracks and multiple initiatives move forward simultaneously.
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 late delivery or billing discrepancy, until 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 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.
Qualifications & Experience
- High school diploma or equivalent required; bachelor's degree in business administration, marketing, commerce, or related field 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.
- Project management certification is an asset, not a requirement.
Skills & Competencies
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 is 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.
Additional Information
The role handles confidential business, partner, and personal information and is expected to exercise discretion at all times. The Assistant & Business Coordinator owns day to day execution, research, coordination, meeting management, and record keeping that support the Chief Engagement Officer and the functions she leads. The role does not set marketing, partnership, or business development strategy or priorities. It tracks and flags project timelines and deliverables but does not own a project's outcome or decisions. It supports business development through research, outreach preparation, tracking, and follow up but 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 remain with the Chief Engagement Officer.