Personal Assistant

Arup; Singapore; On-site; SGD 60,000 - 90,000; Full time

Benefits offered by this job

13th month bonus

Birthday leave

Parental leave

Additional leave up to 20 days

Professional association subscription

Job summary

Arup is seeking a Personal Assistant to provide proactive administrative support to the Country Leader for Southeast Asia. The role encompasses diary management, meeting coordination, stakeholder engagement and confidential executive support in a fast-paced professional services environment.

You will coordinate travel, prepare reports and presentations, and mentor team members, enabling effective leadership delivery across the business.

Qualifications

• Proven experience providing Personal Assistant or Executive Assistant support to senior leaders.
• Experience in diary management, stakeholder engagement, meeting coordination, and minute taking.
• Excellent interpersonal, written and verbal communication skills.
• Proactive, highly organized and able to manage competing priorities.
• Discretion handling confidential information; accurate with attention to detail.

Responsibilities

• Manage the Leader’s diary, priorities and follow-up actions with sound judgement.
• Organize meeting arrangements including scheduling, attendees, agenda and minutes.
• Build relationships with clients and stakeholders to support business objectives.
• Gather information and prepare data/reports; support office-wide initiatives.
• Prepare documents, presentations, correspondence and other materials; research as needed.
• Coordinate travel arrangements per Arup policy including visas and accommodations.
• Lead, mentor and support team members to maintain a high-performing environment.

Skills

Diary management

Stakeholder engagement

Meeting coordination

Minute taking

Interpersonal skills

Outlook

Word

PowerPoint

Teams

Excel

Tools

Microsoft Outlook

Word

PowerPoint

Excel

Teams

Job description

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

We are seeking a Personal Assistant to provide proactive administrative support to the Country Leader, enabling the effective delivery of leadership responsibilities across the business and in their role as Southeast Asia Business and Markets Leader. The role serves as a key point of coordination, supporting communication, stakeholder engagement, and the smooth management of day-to-day priorities.

The Opportunity

• Manage the Leader’s diary, priorities and follow-up actions, exercising sound judgement to balance competing demands, respond to changing priorities, and ensure requests are completed or directed to the appropriate stakeholders in a timely manner.
• Organise meeting arrangements, including scheduling, attendee communications, agenda and minutes preparation, and the organisation of meeting logistics such as invitations, catering, room bookings and setup.
• Establish and maintain effective relationships with clients and stakeholders, serving as a key point of contact to support the Leader in achieving business objectives and meeting organisational priorities.
• Gather and manage information from across the region, prepare data and reports as required, and support the delivery of office-wide initiatives, meetings, workshops and events in collaboration with country and regional administration teams.
• Provide confidential, high-quality executive support through the preparation of documents, presentations, correspondence, reports and other business materials, including researching, gathering and synthesising information to support decision-making and business priorities.
• Coordinate travel arrangements in accordance with Arup policies, including managing travel approvals and liaising with travel providers to arrange flights, visas and accommodation, ensuring a smooth and efficient travel experience.
• Lead, mentor and support team members, promoting a collaborative and high-performing environment while ensuring priorities, workloads and deliverables are effectively managed.

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?

• Proven experience providing Personal Assistant or Executive Assistant support to senior leaders, ideally within a professional services environment, with strong experience in diary management, stakeholder engagement, meeting coordination, and minute taking.
• Excellent interpersonal, written and verbal communication skills, with the ability to build and maintain effective working relationships across all levels of the organisation.
• Proactive, highly organised and self-motivated, with strong planning, prioritisation and problem-solving skills, and the ability to manage competing priorities in a fast-paced and evolving environment.
• Demonstrated ability to exercise sound judgement, handle sensitive and confidential information with discretion, think critically, and work collaboratively to influence outcomes and support business objectives.
• Advanced proficiency in Microsoft Outlook, Word, PowerPoint and Teams, with intermediate Excel skills and a strong commitment to accuracy, attention to detail and continuous learning.

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.

• 13th month bonus
• Birthday leave
• Paid parental leave for birth mothers 16 weeks & new parents (excluding birth mothers) 4 weeks
• Purchase Additional leave of up to 20 days (permanent employees)
• Paid Annual subscription to relevant Professional association.
• Reimbursement of Professional Engineers application and examination Fees
• International mobility opportunities
• Work related travel insurance
• Marriage leave (3 days)
• Examination leave (2 days)
• Family care leave
• Bike Loans of up to SGD2000

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 Sabena Foo 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.