Administrative Assistant/ Personal Assistant

Arup; Greater London; Hybride; GBP 34 000 - 52 000; Plein temps

Avantages offerts par ce poste

Hybrid work arrangement

Résumé du poste

Arup is seeking an Administrative Assistant/Personal Assistant for a contract-based role in London, hybrid working arrangement. The role supports the Global Company Secretariat with executive assistance, governance documentation, and coordination of board activities.

The contract runs until the end of February 2027 and involves working with senior stakeholders across the organisation. The successful candidate will manage complex calendars, travel, expenses, and governance processes, while

Qualifications

• Experience supporting senior stakeholders and managing multiple priorities.
• Background in Company Secretarial, Legal, Governance, or Professional Services environments.
• Proficient in Microsoft Office Suite and document management systems.

Responsabilités

• Extensive executive and administrative support, including diary management, meeting coordination, travel arrangements, expenses, and governance documentation.
• Support corporate governance and compliance activities, including KYC requests, statutory documentation, signatures, legalisation processes, and record maintenance.
• Act as a key user for Company Secretariat systems, providing first-line support, system administration, troubleshooting, and process improvements.
• Maintain and manage corporate records, document management systems, archiving, retrieval, and secure distribution.
• Coordinate financial and operational administration, including budget tracking, invoice processing, action tracking, and support for corporate bid submissions.

Connaissances

Executive Assistant experience

Stakeholder management

Administration

Confidentiality

Outils

Microsoft Office Suite

Document management systems

Company Secretariat software (Diligent, Board Intelligence, GEMS)

Description du poste

Dedicated to sustainable development, Arup is a collective of designers, consultants and experts working globally.

At Arup you will have the opportunity to collaborate on ambitious projects - delivering remarkable outcomes for clients and communities, and to do socially useful work that has meaning.

Arup's purpose, shared values and collaborative approach has set it apart for over 75 years, and now is your opportunity to join

AMS is a global workforce solutions partner committed to creating inclusive, dynamic, and future-ready workplaces. We help organisations adapt, grow, and thrive in an ever-evolving world by building, shaping, and optimising diverse talent strategies.

We partner with Arup to support their contingent recruitment processes. Acting as an extension of their recruitment teams, we connect them with skilled interim and temporary professionals, fostering workplaces where everyone can contribute and succeed.

On behalf of Arup, we are looking for an Administrative Assistant/ Personal Assistant professional to join the team on a contract basis until the end of February 2027. This is a hybrid position based in London.

Purpose of the role:

• Support the Global Company Secretariat function by providing administrative, governance, and executive support. The role involves coordinating board and committee activities, managing company secretarial systems and records, supporting compliance processes, and assisting senior stakeholders across the organisation.

What you'll do:

• Extensive executive and administrative support, including diary management, board meeting coordination, travel arrangements, expenses, and governance documentation.
• Support corporate governance and compliance activities, including KYC requests, statutory documentation, signatures, legalisation processes, and compliance record maintenance.
• Act as a key user for Company Secretariat systems, providing first-line support, system administration, troubleshooting, and process improvements.
• Maintain and manage corporate records, document management systems, archiving, retrieval, and secure document distribution.
• Coordinate financial and operational administration, including budget tracking, invoice processing, action tracking, and support for corporate bid submissions.

The skills you'll need:

• Strong administration, Executive Assistant, or PA experience.
• Experience supporting senior stakeholders and managing multiple priorities.
• Background in Company Secretarial, Legal, Governance, Corporate Services, or Professional Services environments.
• Proficient in Microsoft Office Suite, document management, and expense management systems.
• Experience using Company Secretariat software (e.g., Diligent Entities, Board Intelligence, GEMS).
• Highly organised with strong attention to detail, stakeholder management, communication, and confidentiality skills.

About the client

Arup is an equal opportunity employer that actively promotes and nurtures a diverse and inclusive workforce. Guided by its values and alignment with the UN Sustainable Development Goals, Arup creates and contributes to equitable spaces and systems, while cultivating a sense of belonging for all. Arup's internal employee networks support their inclusive culture: from race, ethnicity and cross-cultural working to gender equity and LGBTQ+ and disability inclusion - creating a space for everyone to express themselves and make a positive difference.