Executive Assistant

Joining Arup

Arup’s purpose, shared values, and collaborative approach has set us apart for over 80 years, guiding how we shape a better world.

We’re seeking a highly organized, proactive, and experienced Executive Assistant to support a team of our Leaders in our Vancouver office. This role goes beyond traditional administrative duties; it’s a strategic opportunity to partner with senior leadership, drive business success, and grow within a purposeful, people-focused firm. Success in this position requires a poised, adaptable professional who navigates the organization with ease, handles competing priorities with precision, and communicates effectively at all levels.

You will regularly engage with senior leaders, consistently demonstrating professionalism, discretion, and sound judgment. Flexibility in adapting processes while maintaining high-quality work is important. We’re looking for someone who is not only skilled but genuinely passionate about leadership support, someone who views this as an important, long-term career. If you take pride in enabling leaders to perform at their best, thrive in fast-paced environments, and bring care and attention to every detail, we want to hear from you.

• Serving as a trusted strategic partner to senior leadership, enabling focus on priorities, decision-making, and delivery by anticipating needs
• Orchestrating complex, high-stakes calendars across multiple time zones - applying sound judgment to balance competing demands and proactively resolve conflicts
• Acting as an extension of the leaders, facilitating coordination across departments and translating leadership intent into clear, actionable next steps
• Proactively managing leadership priorities and workflows - maintaining situational awareness of commitments, flagging risks or time-sensitive issues, and ensuring disciplined follow-through
• Preparing leaders for internal and external engagements through concise briefings, agendas, research, presentations, and structured follow-up tracking
• Drafting, proofreading, and refining executive-level correspondence, reports, and presentations that reflect Arup’s brand standards, and level of professionalism
• Planning and coordinating complex domestic and international travel, including flights, accommodations, ground transportation, visas, and detailed itineraries - ensuring travel seamlessly supports the leader’s objectives
• Researching and summarizing information to support leadership decisions, planning, and external engagement
• Building and maintaining strong relationships across the business to understand team dynamics, project milestones, and evolving priorities - allowing you to manage requests with context and confidence
• Representing the leader and the firm in interactions with internal teams, clients, industry partners, and external stakeholders - demonstrating discretion and clarity
• Partnering on business development activities, including CRM data integrity, client research, pipeline reporting, and coordination of proposals and marketing materials
• Overseeing administration such as travel bookings, expenses, invoices, and vendor payments using Concur SAP, ensuring accuracy and timeliness
• Handling confidential and sensitive information with the highest level of discretion, judgment, and emotional intelligence
• Coordinating leadership-led team events, milestone celebrations, and office-wide initiatives that reinforce culture, engagement, and connection
• Supporting compliance with licensing, travel, data privacy, and internal operational policies
• Taking on additional responsibilities as needed in support of the leadership team and broader business priorities

• Vancouver-based, with the ability to work in-office
• Minimum 10 years of experience supporting senior leaders or C-suite executives, ideally within a professional services or consulting environment
• Proven experience operating as a trusted partner to region-level leadership, senior stakeholders, and client-facing teams
• Associate or bachelor’s degree in business administration or a related field, or an equivalent combination of education and experience
• Advanced proficiency in…