Business Assistant to Directors in TSSP

Joining Arup

Arup’s purpose, shared values and collaborative approach has set us apart for over 75 years, guiding how we shape a better world.

Are you passionate about building a more sustainable future? At Arup we work to find solutions for some of the world’s most complex problems – providing expertise across all areas of the built environment from strategic approach and planning to design and engineering.

Join us and you will have the freedom to push boundaries, develop new skills and work on some of the world’s most inspiring projects. We believe that by giving our people the freedom to be creative, we will produce work that continuously redefines quality across our firm. Whatever the role or specialism, our people are passionate about what they do, they believe in our values and are happy to come to work every day. And this is why people choose to work here and stay.

Watch this short clip to discover how Arup are shaping a better world and how you could be a part of it!

The Opportunity

Our Business and Corporate Services functions provide a fundamental platform of unyielding support, enabling our firm to operate efficiently whilst working with our clients on ambitious projects that will set new industry standards.

About this career opportunity…

This position at our London office presents an exciting opportunity to provide BA level support to UKIMEA Region portfolio leader for Technical Specialist Services and the directors of AAVT. The Business Assistant will play a vital role in helping leader develop, plan and deliver his strategy for Arup and provide day to day administrative support for all AAVT directors.

This role will suit an experienced PA and enable the post holder to play a critical part in meeting broader business objectives. The Business Assistant will have the opportunity to take responsibility for their own projects alongside supporting and facilitating work, contributing to the success and efficient operation of the Business Leader they will be supporting.

The Business Assistant will develop a good understanding of how the business works, support the Leader in meeting their ambitious agendas, manage a busy and fast-moving diary, and take the lead on a range of activities and initiatives. This is a varied role consisting of administrative support, complex diary management, report writing etc..

You will make an impact in this role by…

• Understanding the activities and priorities of the Leader; seeking in-depth knowledge of the Company’s and Leader’s goals and objectives
• Being able to think ahead and see the bigger picture (3-6 months ahead), taking a proactive and creative approach, considering things from a different perspective, offering solutions and recommendations. Being naturally curious; asking questions to gain knowledge and understanding of the business
• Taking a proactive lead on activities/initiatives that support the Leader’s or Company’s objectives. Assisting in managing flow of information between key stakeholders. Managing projects within various Leadership Portfolios
• Carrying out research and data analysis; being able to use both qualitative and quantitative data and intelligence; making fact-based decisions.
• Helping the Leader juggle priorities; working independently, able to predict and make decisions to prevent conflicting scenarios
• Managing and taking complete ownership of the Leader’s diary; being responsible for establishing and coordinating diary and related activities.
• Managing the Leader’s email and task list; sharing responsibility for in-box with Leader; managing authoritatively and dealing with requests of a complex nature
• Attending and shadowing Leader at relevant meetings. Acting as a contributor in your own right where appropriate. Able to minute, interpret and define actions from complex discussion
• Taking charge of all meeting related papers; drafting, researching, chasing, producing, and collating based on Leader’s needs
• Researching, drafting, and writing business documents with little or no input from the Leader.
• Taking complete ownership of enquiries from start to finish, without consultation with Leader where appropriate, and ensuring swift resolution. Assisting with internal and external communications
• Taking ownership of organising events, including establishing requirements, managing budget, booking appropriate venues and activities, seeking authorisation when required
• Taking ownership and making all necessary travel arrangements for Leader, ensuring alignment with priorities, suggesting solutions to maximise effective use of Leader’s time
• Supporting the two other directors within AAVT

To achieve in this role, you are likely to have…

• Experience of providing support at an executive level
• Exceptional communication skills, both written and verbal
• Excellent knowledge of Microsoft Office and other standard software, social media, and communication tools
• Proactive interest in new and emerging digital tools and methods
• Excellent knowledge of standard office administrative practices and procedures
• The ability to be discreet and maintain confidentiality
• A flexible approach to work, with an ability to adapt to suit the Leader’s requirements
• An ability to manage own workload and manage upwards
• Excellent organisational skills
• Proven experience of drafting and producing correspondence and documents
• The ability to work as part of a team, in addition to being able to initiate and drive projects on your own
• A demonstrable ability to look strategically ahead (3 to 6 months)

Qualifications:

• Level 5 administrative qualification would be preferable
• A professional qualification or membership with a recognised administrative professional organisation, or a desire to achieve this, would be desirable.

Not ready to apply just yet, or have a few questions? Contact Drina Zupanovic at Drina.zupanovicgerard@arup.com, Please note, to ensure we remain GDPR compliant do not send your CV directly to us via this email.

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.

We also provide Private medical insurance, Life assurance, Accident insurance and Income protection cover. In addition, you’ll have access to flexible benefits to help you look after all aspects of your wellbeing and give you the freedom and flexibility to find the best solutions for you, your family, and your individual needs.

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 at Drina.zupanovicgerard@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

To understand what to expect next, please visit https://www.arup.com/careers/recruitment-process/

Stay safe online – Arup will never ask for your bank details as part of our recruitment process.

Recruitment Agencies – We have a Preferred Supplier List of trusted partners to assist us when required and do not acknowledge any speculative CVs or unsolicited candidate introductions from agencies not on the list.

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