Executive Assistant (Remote)

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/PMCM firm, KEO is recognized by ENR as one of the Top 225 International Design Firms and one of the Top 20 International PM/CM Firms. We are also ranked by World Architecture as the 51st largest global architecture firm and the #1 Firm in the Middle East Region in their 2024 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.

Responsibilities

The successful applicant will be able to perform administrative and office support activities for relevant manager(s). Duties include answering telephone calls, receiving & distributing documents, transmittals, shop drawings, database/logs, typing correspondence and filing

– Manage & coordinate office management activities, including manager(s) and secretary(s) schedules
– Prepare letters, reports, memos, presentations & organizational charts using appropriate MS applications
– Receive, sort and distribute incoming correspondence, including faxes and emails
– Read and analyze incoming memos, letters, submissions and reports to determine significance and take action as required
– Create, transcribe and distribute meeting agendas and minutes
– Submit, file and retrieve project documents, records and reports in a timely manner
– Timely submission of reports and timesheets
– Answer phone calls and direct calls to appropriate parties or take messages
– Coordinate driver’s daily assignments to Main Office
– Technical knowledge of the secretarial role
– Plan, coordinate and evaluate both their own and their manager(s) and secretary(s) schedules to meet project requirements through effective time management
– Strong communication skills, good understanding of English and good written grammar
– Detail-Orientated
– Adaptable to change
– Ability to use initiative and provide practical solutions to complex issues
– Propose areas for continual improvement
– Ability to perform effectively in a team environment with a strong client focus

Qualifications

Job Specific Competencies

– Minimum of (5) years secretarial experience in a fast paced environment working with Senior Management
– Advanced proficiency in MS applications
– Experience working in the Middle East is essential
– Knowledge of document control systems would be advantageous and a background in the construction industry would be highly desirable
– Excellent standard of written & spoken English is required. Knowledge of Arabic an advantage
– A Degree or Diploma in Administration or Equivalent

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.