Personal Assistant

Dedicated to sustainable development, Arup is a collective of designers, consultants and experts working globally. At Arup you will have the opportunity to collaborate on ambitious projects - delivering remarkable outcomes for clients and communities, and to do socially useful work that has meaning. Arup's purpose, shared values and collaborative approach has set it apart for over 75 years, and now is your opportunity to join.

Job description - the role AMS is a global workforce solutions partner committed to creating inclusive, dynamic, and future-ready workplaces. We help organisations adapt, grow, and thrive in an ever-evolving world by building, shaping, and optimising diverse talent strategies. We partner with Arup to support their contingent recruitment processes. Acting as an extension of their recruitment teams, we connect them with skilled interim and temporary professionals, fostering workplaces where everyone can contribute and succeed.

On behalf of Arup, we are looking for a Personal Assistant for a 6-month temporary contract based in London (hybrid working). Purpose of the role:
As a Personal Assistant, you will provide high-level administrative and coordination support to the Transport teams, helping to ensure the smooth and efficient running of day-to-day activities. You will coordinate diaries, meetings, travel, onboarding and team events while managing competing priorities and deadlines. You will work collaboratively with Senior team members and the wider administrative team, using your initiative to anticipate needs and provide proactive support.

What you'll do:
Manage diaries, including reviewing inboxes, coordinating appointments and taking appropriate action or responding where required. Coordinate all aspects of UK and overseas travel arrangements. Organise and coordinate internal and external meetings, including Teams and in-person meetings. Take ownership of new starter inductions, ensuring new employees receive a welcoming and well-organised onboarding experience. Assist with the preparation and coordination of internal and external meetings.

Coordinate visitor arrivals, refreshments and working lunches, liaising with staff and reception as required. Support team communications and social activities, including sharing news, posting vacancies and organising events. Provide administrative support with activities such as expense claims and invoice approvals. Arrange off-site workshops, restaurants and other team activities. The skills you'll need:
Excellent coordination, organisation and administrative skills, with experience supporting multiple Senior team members. Excellent communication and influencing skills, with the confidence to work effectively with internal and external stakeholders. Ability to work confidently under pressure while managing competing priorities and deadlines. Self-motivated and proactive, with the ability to use initiative and exercise sound judgement. Strong ability to manage workflows, prioritise effectively, think ahead and ensure actions and deadlines are delivered.

Excellent computer and typing skills, with strong knowledge of Microsoft Office, including PowerPoint and other relevant business systems.

Experience with Adobe is desirable. Knowledge of travel management tools such as Concur and Conferma is desirable. About the client About the client Arup is an equal opportunity employer that actively promotes and nurtures a diverse and inclusive workforce. Guided by its values and alignment with the UN Sustainable Development Goals, Arup creates and contributes to equitable spaces and systems, while cultivating a sense of belonging for all.

Arup's internal employee networks support their inclusive culture: from race, ethnicity and cross-cultural working to gender equity and LGBTQ and disability inclusion - creating a space for everyone to express themselves and make a positive difference. If you are interested in applying for this position and meet the criteria outlined above, please click the link to apply and speak to one of our Sourcing Specialists.

AMS are committed to providing all our candidates with the opportunity to perform at their best throughout the recruitment process. Please let us know if you require any additional support or reasonable adjustments during the screening process and we will work with you and Arup to identify the best solution to meet your requirements. AMS, a Recruitment Process Outsourcing Company, may in the delivery of some of its…