Executive Assistant & Office Manager
- Dubai, United Arab Emirates
Posted 15 days ago
About the role
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