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 Responsibilities 1. Member services • Lead onboarding of member organisations, including agreements, welcome materials, invoicing and early engagement • Serve as the primary point of contact for member enquiries, requests and renewals • Monitor member engagement and recommend actions to strengthen relationships 2. Conferences and virtual roundtables • Plan and deliver our participation at major international industry conferences, including exhibitions, executive breakfasts and member dinners • Coordinate in-person events remotely from Dubai, working closely with venues, suppliers and on-site teams • Coordinate virtual roundtable discussions end to end, including speaker and participant liaison, scheduling across time zones, platform setup, briefing notes and post-session summaries • Oversee invitation lists, RSVPs and follow-up with senior industry guests 3. Lead management • Manage incoming leads, from first enquiry and qualification through to meeting scheduling and follow-up • Work directly with the CEO on pipeline reviews, prioritising opportunities and preparing materials for prospect meetings • Manage CRM records for selected projects and engagements, tracking contacts, conversations, proposals and next steps with airports, brands and operators • Keep project contact lists, segmentation and consent records current, in line with GDPR and UAE data protection requirements • Coordinate newsletters, member briefings and email sequences with the marketing and technology teams • Produce regular reporting on pipeline, project engagement, event attendance and newsletter performance 4. Executive support to the CEO and senior leadership • Manage complex calendars and coordinate meetings across global time zones • Arrange international travel, visas and itineraries for the leadership team • Prepare meeting materials, record outcomes and track actions to completion • Manage correspondence and prepare first drafts of communications, presentations and documents • Handle sensitive and confidential matters with discretion Experience and capabilities • 5+ years in member services, event management, business development support or executive support, ideally within an industry association, membership organisation, events business or professional services firm • A track record of delivering conferences, executive events or virtual roundtables end to end • Experience supporting a sales or business development pipeline, ideally in B2B, SaaS or professional services • Excellent written and spoken English, with a polished, professional manner when engaging senior stakeholders • Flexibility to work across global time zones, including occasional early morning or evening calls • Proven ability to support senior executives and manage competing priorities with precision • Proficiency in Google Workspace, CRM platforms such as HubSpot, email marketing tools such as Mailchimp, and virtual meeting platforms such as Zoom or Teams • Based in Dubai and holding valid UAE residency Desirable • Experience in aviation, travel retail, hospitality or F&B • Familiarity with major GCC industry events such as Arabian Travel Market, Gulfood or Airport Show What we offer • A central role in a company shaping how airports and travel brands understand their passengers • Direct exposure to the CEO and to senior leaders from airports, brands and operators worldwide • Genuine responsibility within a focused, high-calibre team • Close involvement in leading international industry events and executive discussions

5+ years in member services, event management, business development support or executive support, ideally within an industry association, membership organisation, events business or professional services firm. A track record of delivering conferences, executive events or virtual roundtables end to end. Experience supporting a sales or business development pipeline, ideally in B2B, SaaS or professional services. Excellent written and spoken English, with a polished, professional manner when engaging senior stakeholders. Flexibility to work across global time zones, including occasional early morning or evening calls. Proven ability to support senior executives and manage competing priorities with precision. Proficiency in Google Workspace, CRM platforms such as HubSpot, email marketing tools such as Mailchimp, and virtual meeting platforms such as Zoom or Teams. Based in Dubai and holding valid UAE residency.

1. Member services: Lead onboarding of member organisations, including agreements, welcome materials, invoicing and early engagement; Serve as the primary point of contact for member enquiries, requests and renewals; Monitor member engagement and recommend actions to strengthen relationships. 2. Conferences and virtual roundtables: Plan and deliver participation at major international industry conferences, including exhibitions, executive breakfasts and member dinners; Coordinate in-person events remotely from Dubai, working closely with venues, suppliers and on-site teams; Coordinate virtual roundtable discussions end to end, including speaker and participant liaison, scheduling across time zones, platform setup, briefing notes and post-session summaries; Oversee invitation lists, RSVPs and follow-up with senior industry guests. 3. Lead management: Manage incoming leads, from first enquiry and qualification through to meeting scheduling and follow-up; Work directly with the CEO on pipeline reviews, prioritising opportunities and preparing materials for prospect meetings; Manage CRM records for selected projects and engagements, tracking contacts, conversations, proposals and next steps with airports, brands and operators; Keep project contact lists, segmentation and consent records current, in line with GDPR and UAE data protection requirements; Coordinate newsletters, member briefings and email sequences with the marketing and technology teams; Produce regular reporting on pipeline, project engagement, event attendance and newsletter performance. 4. Executive support to the CEO and senior leadership: Manage complex calendars and coordinate meetings across global time zones; Arrange international travel, visas and itineraries for the leadership team; Prepare meeting materials, record outcomes and track actions to completion; Manage correspondence and prepare first drafts of communications, presentations and documents; Handle sensitive and confidential matters with discretion.