Secretary

at  KEO International Consultants

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 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 2024 WAS 100 Survey.
We invite you to join us.
Our newest opportunity is for a talented Executive Secretary to join our award-winning team based in Kuwait.
This position provides high-level administrative support to senior management’s daily job duties including managing calendars; scheduling appointments and meetings; preparing agendas and setting in meeting to take notes; preparing memos, reports and presentations; handling correspondence; maintaining files and records; screening phone calls and visitors; organizing and prioritizing incoming tasks; and handling confidential information.
Responsibilities:

We envisage success in this role to include:

• Manages and coordinates office management activities, including manager(s) schedules.
• Creates, maintains, and/or updates various databases. Extrapolates, analyses, and presents data for management information reporting purposes.
• Serves as a liaison between executives, internal management, employees, clients, and visitors as required.
• Prepares letters, reports, memos, presentations and organizational charts using appropriate MS applications.
• Receives, sorts and distributes incoming correspondence, including faxes and emails.
• Reviews incoming correspondence or email, leads initiative to determine appropriate action required. Leads and monitors issues for appropriate follow up.
• Takes 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.
• Submits, files and retrieves project documents, records and reports in a timely manner.
• Coordinates data from a variety of sources for inclusion in technical reports and presentations; performs independent research and prepares information for special projects as assigned.
• Answer phone calls and direct calls to appropriate parties or take messages.
• Undertake manager(s) additional responsibilities where required.
• Facilitated submission of all documents to respective departments
• Scrupulously evaluated and validated all documents to enable document control.
• Implemented 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 7 years work experience partnered with a Diploma / Bachelor degree in a relevant subject.
KEO’s performance is founded upon integrity, results, innovation, safety and our people. We embrace diversity and recognise 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

• Manages and coordinates office management activities, including manager(s) schedules.
• Creates, maintains, and/or updates various databases. Extrapolates, analyses, and presents data for management information reporting purposes.
• Serves as a liaison between executives, internal management, employees, clients, and visitors as required.
• Prepares letters, reports, memos, presentations and organizational charts using appropriate MS applications.
• Receives, sorts and distributes incoming correspondence, including faxes and emails.
• Reviews incoming correspondence or email, leads initiative to determine appropriate action required. Leads and monitors issues for appropriate follow up.
• Takes 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.
• Submits, files and retrieves project documents, records and reports in a timely manner.
• Coordinates data from a variety of sources for inclusion in technical reports and presentations; performs independent research and prepares information for special projects as assigned.
• Answer phone calls and direct calls to appropriate parties or take messages.
• Undertake manager(s) additional responsibilities where required.
• Facilitated submission of all documents to respective departments
• Scrupulously evaluated and validated all documents to enable document control.
• Implemented submission of all documents within time and quality parameters.
• Other duties may be assigned