Executive Secretary

Job description / Role

Overview

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 planning, design or project delivery in the built and natural environments. For over 60 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 and PMCM firm, KEO is recognized by ENR as one of the Top 225 International Design Firms and one of the Top 20 International PMCM Firms. We are also ranked by World Architecture as the 57th largest global architecture firm and the number one firm in the Middle East Region in their 2023 WA100 Survey.

We invite you to join us. Why?

When you join KEO, you'll discover more than just a job - you'll find a supportive environment that fosters your professional development through internal global mobility and career development and does so within a culture that supports company-wide health and well-being through on-demand counselling services and regular workplace clinics. You will be invited to celebrate community events such as sports days, fun runs, in-house sports teams and beach clean-ups. In addition to your competitive package and benefits you will have access to a suite of policies that include hybrid working arrangements, individual athletic sponsorship, study assistance sponsorship, employee referral rewards, mentoring and coaching programs and extensive in-house on-demand learning courses.

Responsibilities

Our newest opportunity is for a talented Executive Secretary to join our award-winning team based in Jeddah, KSA.

Note - The role is for GCC citizens as per the nationalization requirements of KSA.

This position is to provide a wide range of business operations administrative and general support duties of a highly responsible and confidential nature to project senior leadership. Responsibilities may also include answering telephone calls, receiving and distributing documents, transmittals, shop drawings, databases, typing correspondence and filing.

We envisage success in this role to include:

• Managing and coordinating office management activities, including manager(s) schedules.
• Creating, maintaining, and/or updating various databases.
• Extrapolating, analyzing, and presenting data for management information reporting purposes.
• Serving as a liaison between executives, internal management, employees, clients, and visitors as required.
• Preparing letters, reports, memos, presentations and organizational charts using appropriate MS applications.
• Receiving, sorting and distributing incoming correspondence, including faxes and emails.
• Reviewing incoming correspondence or email, leads initiative to determine appropriate action required.
• Leading and monitoring issues for appropriate follow-up.
• Taking independent action on handling requests; determines the appropriate course of action, intervenes where necessary, and acts as a liaison between departments.
• Recording meeting discussions, preparing an account of the meetings and designates, and following up on assigned action items.
• Submitting, filing and retrieving project documents, records and reports in a timely manner.
• Coordinating data from a variety of sources for inclusion in technical reports and presentations; performs independent research and prepares information for special projects as assigned.
• Answering phone calls and directing calls to appropriate parties or taking messages.
• Undertaking manager(s) additional responsibilities where required.
• Facilitating submission of all documents to respective departments.
• Evaluating and validating all documents to enable document control.
• Implementing submission of all documents within time and quality parameters.
• Other duties may be assigned.

Qualifications

To be successful in this dynamic opportunity, we envision that your career journey to date will include a Bachelor's Degree in Business Administration or a related field and 5+ years experience.

This opportunity is open for GCC nationals.

KEO's performance is founded upon integrity, results, innovation, safety and our people. We embrace diversity and recognize its contribution to client success wherever we work.

We are excited to hear how you can partner with our award-winning team and treat all expressions of interest confidentially.

About the Company

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 planning, design or project delivery in the built and natural environments. For over 57 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 225 International Design Firms; in the Top 20 International PM/CM Firms; and by World Architecture as 50th largest global architecture firm and #1 Firm in the Middle East Region in their 2021 WAS 100 Survey.

We invite you to join us.