Executive Assistant & Office Manager
Skills
About This Role
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.
Education
- Degree or Diploma in Business Management, Administration, or a related field.
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
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