Personal Assistant

Overview

Provide high‑level admin and secretarial support to the Global Finance team, managing diaries, travel, onboarding and other routine tasks.

Key Responsibilities

• meeting coordination
• intranet management
• email management
• expense processing
• travel coordination
• stakeholder support

Tasks

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

Requirements

• ms office
• adobe
• concur
• coordination
• planning
• pressure

What You Bring

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

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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