Executive Assistant & Office Manager

Keolis.MHI; United Arab Emirates; On-site; AED 70,000 - 110,000; Full time

Job summary

Keolis.MHI is seeking an Administrative/Executive Assistant to support the MEEA regional executive team. You will coordinate leadership meetings, manage calendars and travel, and prepare executive-level documents and presentations.

The role requires strong English, exceptional organization, and discretion, with French language a plus. You will also help with HR onboarding and regional governance tracking in a dynamic, multi-country environment.

Qualifications

• Degree or Diploma in Business Management, Administration, or related field.
• MBA preferred.
• Experience in administrative and executive support roles; rail industry preferred.
• Fluent in English; French preferred.
• Excellent report preparation skills; strong organizational skills and discretion.

Responsibilities

• Coordinate leadership meetings, agendas, briefing materials, and ensure minute-taking and follow-up actions.
• Prepare board materials and executive reports with strategic briefings.
• Support regional initiatives and governance tracking.
• Manage CEO calendar, travel, and correspondence.
• Oversee office operations, facilities, and vendor coordination.
• Organize corporate events, leadership workshops, and internal forums.
• Provide coordination support for recruitment and HR activities.

Skills

Fluent in English

Excellent report preparation

Strong communication and organization

High discretion

French language - desirable

Education

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

MBA

Tools

Microsoft Office

Job description

Date: Aug 17, 2026 Location: Dubaï, AE, 114190 Brand: KEOLIS Contract Type: Permanent contract

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