Personal Assistant

Arup; Milano; On-site; EUR 40,000 - 60,000; Full time

Benefits offered by this job

Health insurance

Flexible working schemes

Wellness programmes

Employee Assistance Programme

Job summary

Arup in Milan is seeking an experienced Executive Assistant to provide high-level support to senior directors, managing diaries, travel, and cross-border meetings. This pivotal role requires discretion, initiative, and excellent communication in Italian and English.

You will coordinate with stakeholders globally, organize meetings, and ensure timely, accurate delivery of documents while upholding Arup's professional standards and client service excellence.

Qualifications

• Over 5 years of executive-level EA/PA experience.
• Fluent in Italian and English; strong communication.
• Excellent MS Office software knowledge.
• Strong integrity and professionalism.

Responsibilities

• Manage complex and dynamic diaries, travel, and international meetings.
• Proactively anticipate needs, drive process improvements and support decision-making.
• Serve as a key point of contact for clients, senior stakeholders and internal teams.
• Liaise with staff and other PAs across national and international offices.
• Organize internal team meetings and book rooms; ensure high-quality delivery.
• Work independently and as part of a team on a broad range of admin tasks to high standards.

Skills

Executive/Personal Assistant

Bilingual Italian/English

MS Office proficiency

Stakeholder management

Organizational skills

Tools

MS Office

Job description

Shape a future with purpose at Arup in Milan

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

The Opportunity

An exciting opportunity has arisen in our Milan office for an experienced Executive Assistant to provide meaningful, proactive and high-level support to our senior directors, managing competing priorities and acting as a key coordination point across leadership. This role requires a high level of confidentiality, initiative, curiosity, sound judgement and influencing skills, along with excellent communication, planning, and organizational capabilities.

As a Personal Assistant at Arup, you will:

• Manage complex and dynamic diaries, coordinating travel arrangements, and organizing internal and external meetings both in Italy and overseas, ensuring alignment across multiple stakeholders
• Proactively anticipate needs and priorities, identify process improvements, provide ongoing feedback, support effective decision-making where appropriate.
• Act as a key point of contact for clients, senior stakeholders, and Internal teams.
• Liaise with staff and other personal assistants both nationally and internationally.
• Organize internal team meetings, book meeting rooms, ensuring high-quality delivery and experience.
• Work on your own initiative and as part of a team managing a broad range of administrative Responsibilities to a consistently high standard.
• Provide occasional support to front-of-house operations when required, ensuring an efficient and professional first point of contact for clients and staff.
• Format of documents produced by others to company guidelines and handling large quantities of information, often working within tight deadlines.

Does this role inspire you?

We are looking for someone proactive and dynamic. Ideally, you'll bring:

• Previous experience (+5 years) at an executive level with a proven record of excellent Executive /Personal Assistant skills in both Italian and English.
• Responsive, adaptable, and flexible in meeting changing business needs and priorities.
• Meticulous organisational skills with the ability to prioritise effectively, work to tight deadlines, and remain calm under pressure.
• Excellent knowledge of MS Office software.
• High level of Italian (C1).
• High level of personal integrity and professionalism.
• Strong stakeholder management and interpersonal skills.
• Ability to prioritise, solve problems and operate effectively in a fast-paced environment
• Attention to detail and commitment to quality
• Adaptability and ability to work in, dynamic, evolving environment.
• Ability to build highly collaborative and inclusive working relationships.
• Additional foreign languages (French, Spanish, German…) are a plus, reflecting an international working environment

Benefits that work for you:

• Professional Growth & Development:Kickstart your career with our structured graduate development program, benefit from continuous learning opportunities, and receive guidance from experienced mentors.
• 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 graduate salary and benefits package and share in Arup's success through our global profit-sharing program.

• Wellbeing and Culture: At Arup we are committed to fostering a healthy working culture by offering a range of health and wellbeing benefits, including health insurance, flexible working schemes, wellness programmes and an Employee Assistance Programme.
• Equality, Diversity and Inclusion: We strive to embed inclusion in our way of working, our interactions with one another and the projects we deliver. We are committed to creating an inclusive working environment for talented people of any background, based on merit, fairness and respect.

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.