Executive Assistant

Joining Arup  

Arup’s purpose, shared values, and collaborative approach has set us apart for over 75 years, guiding how we shape a better world. 

At Arup, you’ll work alongside some of the most respected professionals in the industry and contribute to projects that make a real difference. Our culture encourages curiosity, collaboration, and creativity. We’re committed to equity, diversity, and inclusion—and we support our people through mentorship, ongoing learning, and career development. 

The opportunity  

We’re seeking a highly organized, proactive, and experienced Executive Assistant to support our Canada Geography Leader in the Toronto office. This role goes beyond traditional administrative duties—it’s a strategic opportunity to partner with senior leadership, drive business success, and grow within a purposeful, people-focused firm. 

Success in this position requires a poised, adaptable professional who navigates the organization with ease, handles competing priorities with precision, and communicates effectively at all levels. You will regularly engage with senior leaders, consistently demonstrating professionalism, discretion, and sound judgment. Flexibility in adapting processes while maintaining high-quality work is important. 

We’re looking for someone who is not only skilled but genuinely passionate about executive support—someone who views this as an important, long-term career. If you take pride in enabling leaders to perform at their best, thrive in fast-paced environments, and bring care and attention to every detail, we want to hear from you. 

You will make an impact in this role by: 

• Handling complex, dynamic calendars across multiple time zones, prioritizing competing demands, and anticipating schedule conflicts before they arise 
• Acting as a liaison across departments, translating leadership direction into coordinated action 
• Monitoring leadership priorities and proactively handling the task list—flagging urgent items, anticipating upcoming needs, and ensuring timely follow-through 
• Preparing the leadership that your support for key meetings through briefing materials, agendas, research, and presentations—with clear follow-up tracking 
• Drafting, proofreading, and formatting polished reports, presentations, and correspondence in line with Arup’s brand guidelines 
• Coordinating complex domestic and international travel logistics, including flights, accommodations, ground transportation, visas, and detailed itineraries, ensuring every element aligns seamlessly with the leader’s agenda 
• Conducting background research and synthesizing information to support decision-making, strategy development, and external engagements 
• Building strong relationships across the business to gain insight into team dynamics, project timelines, and evolving priorities—so you can help handle requests with informed judgment 
• Interacting professionally with internal teams, clients, industry partners, and external collaborators and representing the leader and the firm with clarity, tact, and a proactive approach 
• Supporting business development initiatives, including Client Relationship Management data maintenance, client research, pipeline reporting, and coordination of proposals and marketing materials 
• Booking travel, processing expense reports, invoices, and vendor payments using Concur SAP 
• Handling confidential information with a high degree of discretion and emotional intelligence 
• Coordinating team events, achievement celebrations, and office-wide initiatives that support culture and engagement 
• Supporting compliance with licensing, travel, data privacy, and internal operational policies 
• Identifying opportunities to improve administrative processes, tools, and workflows that support smoother operations and executive focus 
• Perform other duties as required 

Qualifications 

• Toronto-based, with the ability to work in-office 
• Minimum 8 years of experience supporting senior leaders or C-level executives, ideally within a professional services or consulting environment with a strong track record of partnering with region-level leadership, multiple senior stakeholders, and client-facing teams. 
• An associate or bachelor's degree in business administration (or a related field), or an equivalent combination of education and experience 
• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) 
• Demonstrated tech agility, including comfort with CRM platforms, travel, invoicing, and expense systems (e.g., Concur SAP), collaboration tools (e.g., Teams), and basic IT troubleshooting 
• Experienced level of written and verbal communication skills with a professional tone and attention to detail 
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail 
• Exceptional interpersonal skills and the ability to build trusted relationships at all levels 
• Accustomed to "open door" office setting 
• Ability to work independently, or as a team member, while maintaining focus and productivity   

Please note that all applicants must apply directly via the job portal. If this role is not quite what you are looking for but you are interested in other opportunities for a future with purpose, please sign up to our Talent Community where you will be kept up to date with roles suitable for you to shape a better world.

What we offer you

At Arup, we care about each member’s success, so we can grow together. 

Guided by our values, we provide an attractive total reward package that recognizes the contribution of each of our members to our shared success. As well as competitive, fair and equitable pay, we offer a career in which all of our members can belong, grow and thrive – through benefits that support health and wellbeing, a wide range of learning opportunities and many possibilities to have an impact through the work they do.  

We are owned in trust on behalf of our members, giving us the freedom, with personal responsibility, to set our own direction and choose work that aligns with our purpose and adds to Arup’s legacy. Our members collaborate on ambitious projects to deliver remarkable outcomes for our clients and communities. Profit Share is a key part of our reward, enabling members to share in the results of our collective efforts.  

Benefits at Work - At Arup, we have a comprehensive and valuable benefits program that works for our employees and their families. These are 100% paid for by Arup except for optional life insurance. These benefits provide health and welfare security for you as well as paid time off for rest and renewal. Our Global Profit Share Plan (paid bi-annually) provides an opportunity for you to share in the success of the Firm. As a valued employee of Arup, you can also choose to participate in our GRRSP 5% company match to help you save for your future. 

Flexible Working - We believe that flexible arrangements create a more inclusive way of working that supports our diversity and the wellbeing of our people. Options for alternative schedules and the ability to work outside of the office for a portion of your workweek are available.  

Toronto Hiring Range – Hiring Range - The good faith base salary hiring range for this job if performed in Toronto is $72.000 to $82,000 per year. This range is commensurate with experience, educational background, and skill level. Benefits are not included in the base salary. Please note hiring ranges for candidates performing work outside of Toronto will differ.  

Different people, shared values 

Arup is an equal opportunity employer that actively promotes and nurtures a diverse and inclusive workforce. We welcome applications from individuals of all backgrounds, regardless of age (within legal limits), gender identity or expression, marital status, disability, neurotype or mental health, race or ethnicity, faith or belief, sexual orientation, socioeconomic background, and whether you’re pregnant or on family leave. We are an open environment that embraces diverse experiences, perspectives, and ideas – this drives our excellence.  

Guided by our values and alignment with the UN Sustainable Development Goals, we create and contribute to equitable spaces and systems, while cultivating a sense of belonging for all. Our internal employee networks support our inclusive culture: from race, ethnicity and cross-cultural working to gender equity and LGBTQ+ and disability inclusion – we aim to create a space for you to express yourself and make a positive difference. Discover more about life at Arup at www.arup.com/careers/your-life-at-arup.  

Our Toronto office is located on ceded and unceded lands of many nations including the Mississaugas of the Credit, the Anishinabewaki, and the Haudenosaunee (hoe-dee-no-SHOW-nee). We acknowledge this land and its people to build a shared understanding of how our collective past brings us to where we are today. Through our ever-developing commitments, we strive to strengthen our relationships with this land, its people, and its treaties to shape a better, more inclusive world.    

Our Application Process  

We will be reviewing our candidates for this position on a rolling basis. Once you have applied you will be evaluated and potentially moved on to the next round, at which point a member of the talent resourcing team will reach out to you directly. 

Arup is an equal opportunity employer and will consider applications from all qualified individuals. Every job applicant will be treated equally, fairly and with respect regarding race, color, ancestry, sex, gender identity or expression, sexual orientation, pregnancy, civil status, age (except as provided by law), creed/religion, political convictions, language, ethnic or national origin, disability/handicap, pardoned record of offences, social condition (marital or family status, receipt of social assistance), and any other ground protected by the applicable human rights legislation.

Stay safe online. Recruitment fraud is on the rise, and Arup’s name, logo, and branding have been used in fraudulent job advertisements. Arup will never ask for bank information as part of our recruitment process.  

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