Personal Assistant

Overview

Provide high-level admin support to the Global Finance team

Key Responsibilities

• expense claims
• invoice approvals
• travel coordination
• meeting organisation
• intranet management
• email management

Tasks

-Preparation of expense claims, invoice approvals, desk booking and other routine administrative tasks as required by the Team Leaders -Reviewing appointments and taking action/responding where appropriate -Co-ordinate all aspects of travel for overseas and UK trips, working with global travel team and ensuring all risk assessments and approvals are completed -Organising meetings, Teams, In-person, with internal and external stakeholders -Working with other PAs in the Finance Group to provide support and ensure consistent service across Finance -Maintaining intranet sites and Teams pages as instructed -Arranging off-site workshops / booking Restaurants etc. -Advising staff/reception of visitor arrivals, greeting visitors, organising provision of refreshments, arranging working lunches -Managing and responding to emails

Requirements

• concur
• conferma
• evolvi
• ms office
• coordination
• planning

What You Bring

-Knowledge of following tools is desirable: Concur (Purchase Orders, Expenses and Travel), Conferma, Evolvi. -Excellent coordination, organisation and administration skills and have a keen eye for detail -Confidence when working under pressure -Effective prioritisation, planning ahead -Excellent computer skills and knowledge of MS Office Suite including Teams, PowerPoint, Adobe, Excel and People onboarding systems -Ability to co-ordinate instructions from multiple sources including email, Teams message/calls/video, in-person and from calls

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Benefits

-New starter inductions – taking ownership of the process to onboard new staff and welcome them to Arup

About Arup

-Specializing in infrastructure, architecture, engineering, and urban planning. -Portfolio spans globally recognized projects, from landmark buildings to major transportation systems. -Engineers, designers, and planners deliver cutting-edge, innovative solutions that anticipate future needs. -Key projects include the Sydney Opera House, Crossrail in London, and the Eden Project in the UK. -Collaborative approach integrates diverse disciplines to create solutions that drive progress and innovation. -A global leader in engineering consultancy with a unique culture prioritizing creativity and client-centered solutions.

Sector Specialisms