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Project Assistant
NexCap Asia
Dubai, UAE
Full Time
Entry
Field
1 weeks ago
Administrative SupportCalendar ManagementCRM ManagementGoogle WorkspaceMicrosoft OfficeVideo Conferencing
Free
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Administrative SupportCalendar ManagementCRM Management
About the Role
NexCap Asia is seeking a Partnerships Team Assistant based in the UAE to serve as the local representative for a remote team. The role involves attending on-site meetings, networking events, and providing administrative support.
Key Skills for This Role
Administrative SupportCalendar ManagementCRM ManagementGoogle WorkspaceMicrosoft OfficeVideo Conferencing
Responsibilities
- Act as the physical representative for the remote Partnerships team during local client, vendor, and partner meetings across the UAE
- Set up on site presentations, ensure AV/tech is working for remote team members dialing in, and manage meeting logistics
- Take detailed meeting minutes, capture key takeaways, and promptly share actionable insights and next steps with the off site team
- Foster positive, ongoing relationships with local partners through regular check ins, delivering collateral, and representing the brand professionally
- Attend regional industry conferences, trade shows, and networking events on behalf of the company to gather leads and insights
- Source, reach out to, and build lasting relationships with vendors to support regional operations, negotiate rates, and ensure smooth partnership activations
- Identify and prospect influencers, key opinion leaders, and brand ambassadors
- Initiate contact, pitch sponsorship opportunities, and assist in negotiating agreements to expand our brand's reach in the local market
- Coordinate and schedule complex virtual and in person meetings across multiple time zones
- Maintain accurate records of partner interactions, and organize contracts, NDAs, and proposals
- Assist in booking travel, accommodations, and creating itineraries for global team members when they visit the UAE
- Monitor regional partnership inboxes, draft follow up emails, and act as the first point of contact for local inquiries
Requirements
- 1–3 years of experience in administrative support, business development, partnerships, or an executive assistant role
- Must be currently based in the UAE or willing to relocate
- Excellent written and verbal communication skills in English
- High level of professionalism and confidence to represent the company independently
- Proficient in Google Workspace/Microsoft Office, video conferencing tools, and basic CRM data entry
- Highly autonomous and reliable, with the ability to work independently while keeping remote managers informed
- A valid UAE driving license and the ability to travel locally to meetings as required
- Fluency in Arabic and/or Vietnamese is a strong advantage
Full Job Posting
Role Overview
- We are seeking a highly organized, professional, and proactive Partnerships Team Assistant based in the UAE.
- Because our core Partnerships team is working remotely, this role is critical to our success in the region.
- You will serve as our official 'boots on the ground,' representing the company at on site meetings, networking events, and partner check ins.
- Beyond being the local face of the team, you will provide comprehensive administrative support, ensuring that communication between our UAE partners and our remote team is seamless, organized, and effective.
Key Responsibilities
- Local Representation & Partner Liaison: Act as the physical representative for the remote Partnerships team during local client, vendor, and partner meetings across the UAE.
- Meeting Facilitation: Set up on site presentations, ensure AV/tech is working for remote team members dialing in, and manage meeting logistics.
- Note Taking & Reporting: Take detailed meeting minutes, capture key takeaways, and promptly share actionable insights and next steps with the off site team.
- Relationship Building: Foster positive, ongoing relationships with local partners through regular check ins, delivering collateral, and representing the brand professionally.
- Event Support: Attend regional industry conferences, trade shows, and networking events on behalf of the company to gather leads and insights.
- Vendor Relations: Source, reach out to, and build lasting relationships with vendors to support regional operations, negotiate rates, and ensure smooth partnership activations.
- Influencer & Ambassador Outreach: Identify and prospect influencers, key opinion leaders, and brand ambassadors.
- Sponsorship Coordination: Initiate contact, pitch sponsorship opportunities, and assist in negotiating agreements to expand our brand's reach in the local market.
- Calendar Management: Coordinate and schedule complex virtual and in person meetings across multiple time zones.
- Document & CRM Management: Maintain accurate records of partner interactions, and organize contracts, NDAs, and proposals.
- Travel & Itinerary Coordination: Assist in booking travel, accommodations, and creating itineraries for global team members when they visit the UAE.
- Communication Handling: Monitor regional partnership inboxes, draft follow up emails, and act as the first point of contact for local inquiries.
Qualifications & Requirements
- Experience: 1–3 years of experience in administrative support, business development, partnerships, or an executive assistant role.
- Location: Must be currently based in the UAE or willing to relocate.
- Communication Skills: Excellent written and verbal communication skills in English. Fluency in Arabic and/or Vietnamese is a strong advantage.
- Professional Presence: High level of professionalism and confidence to represent the company independently in front of key stakeholders and partners.
- Tech Savvy: Proficient in Google Workspace/Microsoft Office, video conferencing tools (Zoom, Teams), and basic CRM data entry.
- Self Starter: Highly autonomous and reliable, with the ability to work independently while keeping remote managers informed.
- Mobility: A valid UAE driving license and the ability to travel locally to meetings as required.
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