Personal Assistant

Joining Arup

Arup is the creative force at the heart of many of the world’s most prominent projects in the built environment and across industry. Working in more than 140 countries, the firm’s designers, engineers, architects, planners, consultants and technical specialists work with our clients on innovative projects of the highest quality and impact. We embrace equality, diversity and inclusion in all aspects including individual differences and open-mindedness. 

The Opportunity

To support the Group Leader with key administrative tasks to enable efficient and effective performance in their role. This will be achieved through planning, prioritizing, coordinating and problem solving of tasks and functions. This role will act as a conduit between the Leader and their key stakeholders as well as a first point of contact for the local team. To deliver effective personal assistance to the Group Leader, this role will be expected to be worked under minimal supervision.

·       The role requires a broad skill base, and strong technical capability, problem solving ability, initiative, flexibility and professionalism. It also requires strong interpersonal and relationship-building skills.

·       Creative diary management, including flexibility in adjusting schedules to meet priority situations.

·       Planning and arranging meetings, including follow-up with expected attendees to ensure adequate preparation and ensuring agenda and minutes are correctly prepared.

·       Proactively coordinate and prioritize actions requested of the leader. Including action requests and delegating tasks to the appropriate team members where required.

·       Delivery of confidential and high-quality support services to the Leader including but not limited to producing documents, presentations, researching and gathering information and authoring non-standard letters, emails, reports and other documentation.

·       Contact and liaison with clients and other stakeholders to assist the Leader to promote and facilitate the relevant activities.

·       Liaison with key personnel/others within geography to ensure timely delivery of information required by the leader to meet internal and external (client) deadlines and priorities.

·       Coordination and preparing of team and client events as required.

·       Provide an element of support to the BA/PA team across the region as required

·       Assist in bidding administration

·       Act as a point of escalation for complex, specialised or challenging requests

·       Advocacy and point of contact for issues arising out of admin support

·       Ensure adequate administrative support is provided to the Group leadership team

·       Other administrative tasks as required

Is this role right for you?

·       Bachelor’s degree in English, or a related field (or equivalent work experience).

·       Fluency in English. Good at Mandarin is a plus

·       Excellence in Time Management, Problem solving, Planning + Organising, Communication

·       5 years of experience with Personal Assistant support for a leader of a large professional services function

·       Professional but approachable style interaction with others (written, verbal)

·       Experience leading or coordinating teams of administrators

·       Strong computer literacy

·       Demonstrated experience in meeting agenda and minute taking

·       Influence – uses relationships and knowledge to ensure efficient operations

·       Learning Agility – seeks out new skills, learns new skills quickly and adapts to changing situations easily

·       Leading Self – highly organised and self-motivated

·       Manages self positively through ambiguous situations

·       Handles sensitive and confidential information with due care

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 recognises 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 eligible members to share in the results of our collective efforts.

Different people, shared values

Arup is an equal opportunity employer that actively promotes and nurtures a diverse and inclusive workforce. 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. Arup provides an environment where you will make a positive difference. Discover more about life at Arup at www.arup.com/careers/your-life-at-arup.

We are committed to making our recruitment process and workplaces accessible to all candidates. Please let us know if you need any assistance or reasonable adjustments throughout your application or interview process, and/or to perform the essential functions of the role. We will do everything we can to support you.

Our Application Process

Please apply directly through our applicant tracking system. Shortlisted candidates will be contacted by Talent Acquisition to discuss next steps. Stay safe online – Arup will never ask for your bank details as part of our recruitment process.

#LI - MT1