Executive & Governance Assistant — Hybrid London (Contract)

Arup; Greater London; Hybrid; GBP 34,000 - 52,000; Full time

Benefits offered by this job

Hybrid work arrangement

Job summary

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.

Responsibilities

• 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.

Skills

Executive Assistant experience

Stakeholder management

Administration

Confidentiality

Tools

Microsoft Office Suite

Document management systems

Company Secretariat software (Diligent, Board Intelligence, GEMS)

Job description

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