Executive Assistant & Office Manager

Date: Aug 17, 2026 Location: Dubaï, AE, 114190 Brand: KEOLIS Contract Type: Permanent contract To provide high-level executive support to the MEEA Executive team whilst managing and coordinating all office administration and support services across the regional hub. The role ensures seamless execution of executive priorities, efficient office operations, and effective stakeholder engagement across the Middle East and Eastern Asia region. Key Responsibilities Strategic • Coordinate leadership meetings, prepare agendas, briefing materials, and ensure accurate minute-taking and follow-up actions. • Track key regional initiatives, ensuring alignment and timely execution. • Support preparation of board materials, executive reports, and strategic presentations. Financial • Manage office and administrative budgets across the regional hub. • Monitor and control expenditure related to office operations, travel, and events. • Coordinate procurement processes in collaboration with procurement teams. • Manage CEO expense tracking, approvals, and reporting Stakeholder / Customer • Serve as the primary point of contact for the CEO with internal and external stakeholders. • Manage high-level communications, ensuring professionalism and confidentiality. • Coordinate VIP visits, board meetings, and executive engagements including logistics, itineraries, and briefings. • Build and maintain effective relationships with regional and global stakeholders. Operational • Serving the Reception of the MEEA regional office • Manage the CEO’s calendar, meetings, travel, and correspondence. • Ensure efficient day-to-day office operations, including facilities, administration, and office services. • Prepare executive-level presentations, reports, and correspondence. • Maintain structured filing systems (electronic and physical) ensuring confidentiality and accessibility. • Coordinate regional reporting cycles, governance tracking, and action registers. • Organize corporate events, leadership workshops, and internal forums. • Oversee office supplies, vendors, and service providers. • Ensure consistency of templates, documentation, and communication standards. Capability / People • Support coordination of leadership team activities and internal communications. • Assist in organizing recruitment processes, onboarding coordination, and HR-related activities. • Provide administrative support to the wider regional team as required DIMENSIONS • Support to MEEA Executive team. • Oversight of regional office management and administrative operations. • Coordination across multiple countries and functions. • Management of executive-level engagements, communications, and governance tracking. Minimum Qualifications Min. Required Desirable Education • Degree or Diploma in Business Management, Administration, or a related field. • MBA Experience • Experience in administrative and executive support roles • Experience in administrative and executive support roles in rail industry Skills / Training • Fluent in English • Excellent report preparation skill • Microsoft working knowledge • Strong communication and organizational skills, high discretion • Additional languages – Preferably French Job Segment: Administrative Assistant, Executive Assistant, Office Manager, Secretary, Administrative, Bilingual Show more Show less

Degree or Diploma in Business Management, Administration, or a related field. MBA. Experience in administrative and executive support roles; experience in administrative and executive support roles in rail industry.

Coordinate leadership meetings, prepare agendas, briefing materials, minute-taking and follow-up actions. Track regional initiatives and ensure alignment and timely execution. Prepare board materials, executive reports, and strategic presentations. Manage office and administrative budgets; monitor expenditure related to office operations, travel, and events; coordinate procurement with procurement teams; manage CEO expense tracking, approvals, and reporting. Serve as primary point of contact for the CEO with internal and external stakeholders; manage high-level communications with confidentiality; coordinate VIP visits, board meetings, and executive engagements including logistics, itineraries, and briefings; build and maintain relationships with regional and global stakeholders. Manage CEO’s calendar, travel, and correspondence; ensure efficient day-to-day office operations, facilities, administration, and office services; prepare executive-level presentations, reports, and correspondence; maintain filing systems; coordinate regional reporting cycles, governance tracking, and action registers; organize corporate events, leadership workshops, and internal forums; oversee office supplies, vendors, and service providers; ensure consistency of templates and communication standards. Support coordination of leadership team activities and internal communications; assist in organizing recruitment processes and onboarding coordination; provide administrative support to the wider regional team.