Executive Assistant & Office Manager

Job Description

KEY 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.

• 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

• 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

• 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 REQUIREMENTS

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

• Experience in administrative and executive support roles
• Experience in administrative and executive support roles in rail industry

• Fluent in English
• Excellent report preparation skill
• Microsoft working knowledge
• Strong communication and organizational skills, high discretion
• Additional languages – Preferably French