Job Summary: The Executive Secretary (Personal Assistant) will be responsible for providing high-level administrative support to the Executive - Design Division through performing clerical functions such as diary management, preparing correspondence, receiving visitors, arranging conference calls and schedule meetings while ensuring high levels of diplomacy, confidentiality and projecting a professional image.
Key Duties and Responsibilities:
Prepare letters, reports, memos, minutes of meetings, invoices, financial/variation statements or other documents using word processing, spreadsheet database or presentation software.
Conduct research, compile data and prepare papers for consideration and presentation by executives, committees and directors.
Read and analyze incoming memos, letters, submissions and reports to determine their significance and plan their distribution.
Answer phone calls and direct calls to appropriate parties or take messages.
Perform general office duties, such as monitoring office supplies, maintaining records, management of database systems, and monitoring timely submission of reports.
File and retrieve corporate documents, records and reports.
Receive, sort and distribute incoming correspondence, including faxes and email.
Make travel arrangement for the executives and manage executive diaries.
Qualifications, Skills and Experience:
Partnered with a Bachelor Degree or Diploma in Administration or equivalent, the successful candidate will be comfortable working in a fast paced executive setting and possess excellent communication skills.
To be successful in this role we envision that you will bring a minimum of 5 years’ career experience coupled with advanced proficiency in MS applications.
Experience working within the Gulf Region is essential whilst a background in the engineering, architectural or construction industry would be viewed favourably.
KEO is a creative enterprise, where innovation is a way of life. We are uniquely resourced with end-to-end services to take clients from inspiration – through conceptualization – to realization of design or project delivery in the built and natural environments. For over 50 years we’ve led with vision, contributing to many of the world’s most ambitious projects, iconic places, remarkable experiences and prosperous communities. As a highly integrated and agile AEP/PMCM firm, KEO is ranked by ENR in the Top 200 International Design Firms; a Top 20 International PM firm; and 44th largest global architecture firm.