Member Services Coordinator and Executive Assistant

About the role

tRetail Labs is an AI research and advisory company working with airports, global brands and operators in the travel and hospitality industry. As it establishes its Dubai presence, it is appointing a Member Services Coordinator and Executive Assistant who reports directly to the Founder and CEO. The role manages engagement with member organisations, coordinates conferences and virtual roundtables, handles leads and CRM activity, and provides executive support. It spans global time zones, including Australia, Asia, Europe and North America.

Key responsibilities

• Member services: lead onboarding of members (agreements, welcome materials, invoicing, early engagement), act as main contact for enquiries and renewals, and monitor engagement
• Conferences and virtual roundtables: plan and deliver participation in international conferences, coordinate in-person events remotely from Dubai, and run virtual roundtables end to end, including invitations, RSVPs and follow-ups
• Lead management: qualify leads, schedule meetings, review the pipeline with the CEO, maintain CRM records and project contact lists in line with GDPR and UAE data protection, and coordinate newsletters and email sequences
• Executive support: manage complex calendars, arrange international travel and visas, prepare meeting materials, draft communications and handle confidential matters

Required profile

• 5+ years in member services, event management, business development support or executive support, ideally in an industry association, membership organisation, events business or professional services firm
• Track record of delivering conferences, executive events or virtual roundtables
• Experience supporting a sales or business development pipeline, ideally B2B, SaaS or professional services
• Excellent written and spoken English, flexibility across global time zones, and proven ability to support senior executives
• Based in Dubai with valid UAE residency
• Desirable: aviation, travel retail, hospitality or F&B experience, and familiarity with GCC events such as Arabian Travel Market, Gulfood or Airport Show

Required skills

• Google Workspace
• CRM platforms such as HubSpot
• Email marketing tools such as Mailchimp
• Virtual meeting platforms such as Zoom or Teams

What we offer

• A central role in a company shaping how airports and travel brands understand their passengers
• Direct exposure to the CEO and senior leaders from airports, brands and operators worldwide
• Responsibility within a focused, high-calibre team
• Closely involved in leading international industry events and executive discussions