Executive Assistant And Office Manager

Keolis Group; Dubai; On-site; AED 240,000 - 400,000; Full time

Job summary

Keolis Group in Dubai is seeking an experienced Executive Assistant to the CEO for the MEEA region. You will coordinate leadership meetings, manage calendars, prepare agendas, briefing materials, and high-level communications.

You will oversee office operations, budgets, events, governance tracking, and executive reporting while maintaining confidentiality and discretion. Fluency in English and strong organizational skills are essential; French is a plus.

Qualifications

• Degree or Diploma in Business Management, Administration, or a related field.
• MBA preferred.
• Experience in administrative and executive support roles.
• Experience in administrative and executive support roles in rail industry (desirable).
• Fluent in English
• Excellent report preparation skills
• Microsoft Office knowledge
• Strong communication, organizational skills, and high discretion
• Additional languages – Preferably French (desirable).

Responsibilities

• 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.
• 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.
• 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.
• 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

Skills

Fluent in English

Excellent report preparation skill

Microsoft working knowledge

Strong communication and organization

High discretion

Education

Degree or Diploma in Business Management, Administration, or a related field

MBA

Tools

Microsoft Office

Job description

Job Description:

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

Education

Required

• Degree or Diploma in Business Management, Administration, or a related field.

Desirable

• MBA

Experience

Required

• Experience in administrative and executive support roles

Desirable

• Experience in administrative and executive support roles in rail industry

Skills / Training

Required

• Fluent in English
• Excellent report preparation skill
• Microsoft working knowledge
• Strong communication and organizational skills, high discretion

Desirable

• Additional languages – Preferably French

Requirements: