JOB OVERVIEW

Practice Overview:

Multi-award-winning X-Architects operates a critical design approach which recognizes the inherent complexity in building and construction and harnesses this complexity to produce projects that are culturally robust, environmentally friendly and place sensitive. X-Architects believes in design as a process.  We research into creating a built environment that is adaptive and contextual.

The ability to not only accept change and alteration, but to use these critical events in a productive and reinvigorating manner is central to the progressive architectural practice of X-Architects.

Overall, Purpose of the role

To provide high level confidential support to the Managing Partners by delivering a full secretarial and administrative service.

Ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.

Key Objectives

• To be able to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.
• Work closely and effectively with Managing Partners to keep them well informed of upcoming commitments and responsibilities.
• Assist in Managing partners’ corporate, business and investment related activities, tasks and projects which include record keeping, liaison, coordination, scheduling, monitoring projects, research, and analysis.
• Organize and manage Managing partners’ calendar and appointments. Arrange and coordinate internal and external business meetings and social events.

Expectations & Responsibilities related to your role

1. COMMUNICATIONS

• Research, prioritize, and follow up on incoming issues and concerns addressed to the Managing partners, including those of a sensitive or confidential nature. Determine appropriate course of action, referral, or response.
• Provides a bridge for smooth communication between the Managing partners’ office and internal departments; demonstrating leadership to maintain credibility, trust, and support with senior management staff.
• Act as the point of contact among executives, employees, clients, and other external partners

• Help Managing Partners stay organized by managing their schedules and keeping up with correspondence based on their needs.
• Prioritize conflicting needs, handle matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures.

2. APPOINTMENTS AND RESERVATIONS

• Keep Managing partners’ calendars accurate.
• Coordinate all Executive Team meetings and retreats and assist with staff meetings
• Coordinate events and speaking engagements
• Manage travel arrangements for Managing Partners.

3. AGENDAS AND DOCUMENTS

• Prepare documents and agendas and distribute them in timely manner.
• Keep tidy and organize internal and confidential files.

Person Profile

Education and Training

• Degree educated – bachelor’s in administration, Management or Arts
• Diploma or Certification in office administration or management is a plus
• Excellent MS office knowledge

Experience

• Significant executive support experience, including supporting C-level executives
• High degree of professionalism in dealing with diverse groups of people, including Board members, senior executives, staff, and community leaders
• Industry Experience – preferably reputable architecture practices, engineering, or consultancy office
• Years worked following graduation – minimum 5 years

Personal Qualities

• Outstanding verbal and written communication skills in English (Arabic is a plus)
• Strong Organization skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to details
• Excellent management, time-management, and problem-solving skills
• Strong administrative and personal assistant skills with an ability to work well in a fast-paced environment
• Resourceful and Innovative
• Honest and reliable
• Proactive and think independently
• Discretion and confidentiality
• Good Phone Etiquette

Requirements : 10 years experience as Pa for a chairman or Ceo for a big group – preference architecture or engineering group