Secretary

Arup; Madrid; Híbrido; EUR 28.000 - 42.000; Jornada completa

Ventajas ofrecidas por este puesto de trabajo

Hybrid working model

Professional development opportunities

Global profit-sharing

Descripción de la vacante

Arup Madrid is seeking a proactive Secretary to support senior executives in a dynamic, international environment. You will manage diaries, coordinate complex travel, prepare presentations and handle confidential information with discretion.

The role requires bilingual English/Spanish fluency, strong CRM experience, and expertise with Microsoft Office. A hybrid work model and collaboration with engineers and consultants are key aspects of this position.

Formación

• Proven experience in secretarial or executive assistant roles.
• Proficient in English and Spanish at a professional level (C1 or equivalent).
• Experience managing complex diaries and high-level travel arrangements.
• Strong experience with CRM, Office tools, and reporting.
• Degree in administration, business, finance or similar.

Responsabilidades

• Act as PA to directors, manage inboxes, diaries, meetings and travel (domestic and international).
• Anticipate needs, handle sensitive information with discretion.
• Book travel with high standard of service.
• Provide business support: admin tenders, bidding processes and CRM assistance.
• Prepare presentations, translations and document formatting.

Conocimientos

Executive support

Diary management

Travel arrangements

CRM usage

MS Office proficiency

English & Spanish fluency

Educación

Bachelor degree in administration or business

Herramientas

CRM

SharePoint

Adobe Cloud

Microsoft 365

Descripción del empleo

Shape a future with purpose at Arup in Spain.

Join our collaborative team and play a key role in the smooth operation of our Madrid office

Arup’s purpose, shared values, and collaborative approach have set us apart for over 80 years, guiding how we shape a better world.

We have been present in Spain since 1993 and we have a team of more than 400 engineers, consultants, and qualified technical personnel. We work for clients from the public and private sectors, providing creative and sustainable solutions based on the efficient use of resources.

Our Secretary Services team works closely with engineers, architects, designers, and specialists across all disciplines, ensuring seamless support for their daily tasks and contributing to the exceptional service we provide to our clients.

The Opportunity

Gain valuable experience in a dynamic, international environment supporting a diverse team of professionals. As a secretary, you'll be part of a talented team of professionals who provide support to top-level executives.

As a Secretary at Arup, you will:

• Act as PA to specific directors, managing inbox, diaries, meetings, and travel arrangements, both domestic and international.
• Anticipate needs, manage sensitive information with discretion.
• Book travel efficiently with the highest standard of customer service.
• Providing business support: Administrative management of tenders and competitive bidding processes and assistance with CRM.

Preparing presentations, translations and document formatting.

Does this role inspire you?

We're looking for a motivated and enthusiastic individual to join our dynamic team. Ideally, you’ll bring:

• Proven experience in secretarial roles as an executive assistant, ideally in international environments.
• High level of English and Spanish (C1 or equivalent). Additional languages are a plus.
• Degree in administration, business, finance or similar.
• Experience in managing complex diaries, providing direct support to directors, and demanding travel arrangements, in ever-changing circumstances.
• Previous experience and advanced command in executive reporting, CRM and office tools (Microsoft Office Suite, Outlook calendar management, Teams).
• A critical mindset, strategic thinking and a spirit of growth and learning within the business.
• High level of professionalism, interpersonal and communication skills and confidentiality.
• Proactive, autonomous, emotionally balanced attitude, with a resilient spirit and a willingness to be part of a high-performance team.

Bonus points if you have:

• Solid experience in global or multinational companies, ideally in consultancy firms or in high-demand environments.
• Knowledge of CRM usage.
• Knowledge of collaborative tools and a good level of AI literacy (CRM, SharePoint, Adobe Cloud, Microsoft 365, prompting, etc.).

Why Arup?

At Arup, we believe in investing in our people and supporting their growth from day one. As a trust-owned company, we're driven by our purpose and values, creating a collaborative and rewarding environment for our employees.

Benefits that work for you:

Professional Growth & Development: Benefit from continuous learning opportunities, training programs, and mentorship to enhance your skills and advance your career at Arup.

Global Opportunities: Collaborate with colleagues worldwide and explore potential short-term or long-term assignments at other Arup offices and project locations.

Financial Well-being & Ownership: Receive a competitive salary and benefits package and share in Arup's success through our global profit-sharing programme.

Work-Life Balance: We offer a hybrid working model and flexible working arrangements to support work-life balance.

Well-being and Culture: Access to a range of well-being programs, including sports subsidies, social activities, and initiatives promoting a healthy work-life balance. We foster a diverse and inclusive culture where everyone feels welcome, respected, and valued.

Arup is recognized as one of the best companies to work for in Spain in 2025 by Actualidad Económica and Forbes magazine, thanks to our flexibility policies. We also adhere to the Code of Principles of Generational Diversity, committing to equal opportunities regardless of age.

At Arup, you belong to an extraordinary collective where individuality is encouraged. Our strength comes from how we respect, share, and connect our diverse experiences, perspectives, and ideas. You’ll have the opportunity to do socially useful work that has meaning—to Arup, to your career, and to the clients and communities we serve.

We are proud to be an equal opportunity employer and are committed to building a workplace that reflects the rich diversity of the world around us. We actively promote a culture of inclusion where everyone feels welcome, respected, and valued.

We welcome applications from talented individuals of all backgrounds, regardless of age (within legal limits), gender identity or expression, disability, ethnicity, religion, sexual orientation, or any other protected characteristic. We are committed to making our recruitment process and workplaces accessible. If you need any assistance or adjustments, please visit our Candidate Support page for contact information and assistance. We're happy to help.

Do you want to join us in shaping a better world?