Secretariat Coordinator

Description

Join our collaborative team and play a key role in the smooth operation of our Madrid office.

Our Secretary Services team works closely with engineers, architects, designers, and specialists across all disciplines, ensuring seamless support for their daily tasks and contributing to the exceptional service we provide to our clients.

• Act as PA to directors, managing diaries, meetings, and travel arrangements, both domestic and international.
• Prepare documentation, reports, and presentations according to business needs.
• Ensure compliance with internal standards and best administrative practices.
• Coordinate the secretarial team, ensuring a clear and fair distribution of responsibilities.
• Serve as a point of reference to resolve queries and facilitate communication between the team and other areas.
• Define criteria and processes to optimise the team’s internal organisation.
• Manage and liaise with external suppliers, ensuring proper service delivery and compliance with agreements.
• Maintain ongoing collaboration with support departments (IT, HR, Finance, etc.) to guarantee smooth daily operations.

Requirements

• Motivate and support the team, fostering a positive, resultsoriented working environment.

Benefits

Gain valuable experience in a dynamic, international environment supporting a diverse team of professionals. As a Secretariat Coordinator, you'll be leading a team of Secretaries in Arup in Madrid, being the point of reference for different stokeholders and tasks.

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.

Training + Development

Interview process

Visa Sponsorship

Security clearance