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Administration
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Europe Region
At Arup, our innovative spirit compels us to express our ingenuity in unique ways - engineering, planning, designing, and consulting on many of the most renowned projects in the built environment. We aim to deliver technical excellence, innovation, and value to clients, while maintaining our core mission of shaping a better world.

 

Arup is one of the largest engineering practices in Ireland with more than 600 staff in our offices in Dublin, Cork, Limerick and Galway. We are currently seeking a Team Secretary to join our Dublin office and assist our Ireland IPD group.  The successful candidate will be involved in all aspects of administration which means this role will be quite varied and no two days will be the same. This is a fantastic position for someone who wants to be part of a team and be a part of a great global company with a local feel. 

 

Responsibilities will include:

  • Daily formatting of Word documents using Arup or client templates
  • Checking formatting of reports, letters, minutes, presentations and fixing formatting issues
  • Drafting of letters and reports. Drafting fee letters and understanding who has authority to sign.
  • Creating and maintaining templates.
  • Mail merge (email and hard copy)
  • Diary management – setting up meetings and arranging catering as needed
  • Photocopying and printing documents on behalf of colleagues and organise assembly of information for important meetings and arranging for these documents to be bound (if needed)
  • Archiving of paperwork using our inhouse database.
  • Daily electronic filing.
  • Booking colleagues on external courses and conferences and sign off and filing of necessary approval forms.
  • Issuing PO’s for invoices by filling out a purchase order book.
  • Organising internal team meetings, booking meetings rooms and arranging catering requirements
  • Monthly project related data entry.
  • Quarterly project related formatting of Word documents.
  • Screening and redirecting phone calls via Skype and taking detailed messages.
  • Provide reception cover during breaks, providing an efficient and professional first point of contact for clients and staff alike.
  • Booking trains, flights, hotels and hiring rental cars via our inhouse system
  • Other duties as they arise

 Skills and Experience Required:

  • Advanced MS Word skills, including higher level functions and ability to reformat existing documents to company style, as well as knowledge how to fix formatting issues.
  • Minimum 2 years’ experience in use of MS Office software (Advanced Word, Excel, PowerPoint and Outlook) in a professional environment. 
  • Experience in a professional services organisation. 
  • ECDL preferable
  • A strong attention to detail and quality.
  • Strong interpersonal skills - creative approach, communication ability, planning, organisational and multitasking skills.
  • Ability to self manage and work on own initiative  

We offer a generous reward package which includes salary, benefits and twice annual profit share.

 

Arup is proud to be an equal opportunity employer. We are also a certified CPD employer with Engineers Ireland. In 2016, we received the Business Working Responsibly Mark from Business in the Community Ireland, recognising our sustainable business practices.

 


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📁 Administration