Personal Assistant

OVE ARUP AND PARTNERS HONG KONG LIMITED (Philippines Branch); Manila; Hybrid; PHP 600,000 - 1,200,000; Full time

Benefits offered by this job

Profit Share

Hybrid working up to 2 days WFH

Job summary

Arup is seeking an experienced Executive Assistant to provide high-level support to the Country Leader in Manila. The role extends beyond diary management to business support, reporting, and presentation preparation.

You will coordinate meetings, prepare leadership materials, manage SharePoint and documents, and assist leaders with priorities across time zones, travel, expenses, and confidential communications.

Qualifications

• 5+ years’ experience providing high-level Personal Assistant or Executive Assistant support to senior executives.
• Advanced capability in Microsoft Office, particularly PowerPoint, Excel, Word and Outlook, with confidence learning and using business systems, SharePoint and reporting tools.
• Strong ability to produce high-quality presentations, reports and business materials, with excellent attention to detail, accuracy and professional formatting.
• Highly organised, proactive and adaptable, with the ability to anticipate leader needs, manage competing priorities, coordinate meetings and events, and remain effective during busy periods or change.
• Excellent communication, stakeholder engagement, discretion and judgement, with the ability to work confidently with senior stakeholders and provide trusted support beyond traditional PA responsibilities.

Responsibilities

• Provide high-level diary, meeting and administrative support to the Country Leader, including scheduling, meeting preparation, document production, presentation support and managing competing priorities across multiple time zones.
• Plan, coordinate and support client meetings, leadership forums, town halls and business events, including agendas, minutes, attendee preparation, follow-up actions and venue or meeting arrangement research.
• Prepare, consolidate and format reports, data, PowerPoint presentations and leadership materials for business reviews, town halls and other management forums.
• Support business coordination and operational activities, including SharePoint and document management, use of business systems and assisting leaders with actions, requests and priorities.
• Support travel, accommodation, expenses, invoicing and confidential communications with discretion, integrity and a high level of autonomy.

Skills

Executive support

Diary management

Stakeholder engagement

Communication

Discretion & judgement

Tools

SharePoint

PowerPoint

Excel

Word

Outlook

Job description

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

The opportunity

The primary focus of this role is to provide high-level executive support to the Country Leader, extending beyond diary management into business support, reporting, presentation preparation and general coordination. This role is essential in helping the Country Leader and Manila Leadership Team manage priorities, communicate effectively, coordinate key activities and deliver high-quality business outcomes. It requires strong initiative, discretion, judgement, organisation and communication skills, with the confidence to support senior stakeholders and contribute to operational and leadership activities.

• Provide high-level diary, meeting and administrative support to the Country Leader, including scheduling, meeting preparation, document production, presentation support and managing competing priorities across multiple time zones.
  
• Plan, coordinate and support client meetings, leadership forums, town halls and business events, including agendas, minutes, attendee preparation, follow-up actions and venue or meeting arrangement research.
  
• Prepare, consolidate and format reports, data, PowerPoint presentations and leadership materials for business reviews, town halls and other management forums.
  
• Support business coordination and operational activities, including SharePoint and document management, use of business systems and assisting leaders with actions, requests and priorities.
  
• Support travel, accommodation, expenses, invoicing and confidential communications with discretion, integrity and a high level of autonomy, while anticipating needs and providing practical solutions.

  At Arup, you belong to an extraordinary collective – in which we encourage individuality to thrive. Our strength comes from how we respect, share and connect our diverse experiences, perspectives and ideas.
  You will have the opportunity do socially useful work that has meaning – to Arup, to your career, to our members and to the clients and communities we serve.

  Is this role right for you?
  

• 5+ years’ experience providing high-level Personal Assistant or Executive Assistant support to senior executives, ideally within a professional services, consulting, engineering or multinational environment.
  
• Advanced capability in Microsoft Office, particularly PowerPoint, Excel, Word and Outlook, with confidence learning and using business systems, SharePoint and reporting tools.
  
• Strong ability to produce high-quality presentations, reports and business materials, with excellent attention to detail, accuracy and professional formatting.
  
• Highly organised, proactive and adaptable, with the ability to anticipate leader needs, manage competing priorities, coordinate meetings and events, and remain effective during busy periods or change.
  
• Excellent communication, stakeholder engagement, discretion and judgement, with the ability to work confidently with senior stakeholders and provide trusted support beyond traditional PA responsibilities.
  
• This role is offered on a hybrid working basis, with current practice allowing up to two official work-from-home days, subject to business needs, accessibility and the requirements of the Country Leader and Manila Leadership Team.

What we offer you

At Arup, we care about each member’s success, so we can grow together.Guided by our values, we provide an attractive total reward package that recognises the contribution of each of our members to our shared success. As well as competitive, fair and equitable pay, we offer a career in which all of our members can belong, grow and thrive – through benefits that support health and wellbeing, a wide range of learning opportunities and many possibilities to have an impact through the work they do.

We are owned in trust on behalf of our members, giving us the freedom, with personal responsibility, to set our own direction and choose work that aligns with our purpose and adds to Arup’s legacy. Our members collaborate on ambitious projects to deliver remarkable outcomes for our clients and communities. Profit Share is a key part of our reward, enabling members to share in the results of our collective efforts.

Different people, shared values

Arup is an equal opportunity employer that actively promotes and nurtures a diverse and inclusive workforce. We welcome applications from individuals of all backgrounds, regardless of age (within legal limits), gender identity or expression, marital status, disability, neurotype or mental health, race or ethnicity, faith or belief, sexual orientation, socioeconomic background, and whether you’re pregnant or on family leave.

We are an open environment that embraces diverse experiences, perspectives, and ideas – this drives our excellence.
Guided by our values and alignment with the UN Sustainable Development Goals, we create and contribute to equitable spaces and systems, while cultivating a sense of belonging for all. Our internal employee networks support our inclusive culture: from race, ethnicity and cross-cultural working to gender equity and LGBTQ+ and disability inclusion – we aim to create a space for you to express yourself and make a positive difference. Discover more about life at Arup at www.arup.com/careers/your-life-at-arup.

We are committed to making our recruitment process and workplaces accessible to all candidates. Please contact Helen Pakhomov on ••••@arup.com to let us know if you need any assistance or reasonable adjustments throughout your application or interview process, and/or to perform the essential functions of the role. We will do everything we can to support you.

Our Application Process
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