Personal Assistant
London, GB
9d ago

We are an independent firm of designers, planners, engineers, consultants and technical specialists offering a broad range of professional services.

Through our work, we make a positive difference in the world.

The role holder will provide support to four directors in the Integrated City Planning group.


As Personal Assistant, the main focus of the role will be :

  • Manage various forms of incoming communication to the Leader, ensuring messages and enquiries are responded to and concluded.
  • Seek opportunities to take on tasks to relieve burden on Leader; proactively re-allocate tasks to more appropriate owners.
  • Manage, and take complete ownership of, Leader’s diary. Manage conflicts and suggest solutions, negotiate and be flexible with Leader’s time where possible with other Assistants and Leaders.
  • Predict and anticipate likely needs and changes and seek smarter solutions. Set up meetings and arrange appropriate room bookings.

  • Establish protocols for actioning email, manage Leader’s task list, share information with others as appropriate. Share responsibility for inbox with the Leader;
  • deal with routine emails and those of a non-complex nature, with ability to reply on behalf of Leader and deal with queries / incoming requests as proactively as is feasible.

    Recognise key stakeholders. Understand and keep up to date with the Leader’s business and projects. Understand people hierarchy and dynamics internally and externally.

  • Prepare meeting papers; source input, chase others for input, collate and format, issue documents / presentations to meet deadlines.
  • Proofreading, grammar and sense checks, troubleshoot formatting of reports, presentations and other documents. Use standard templates and provide draft documents for approval.
  • Attend meetings and record, transcribe and distribute minutes as required. Ensure actions are followed up and any deadlines are met.
  • Read minutes of meetings and identify actions for Leader. Proactively update and chase delegated tasks to ensure progress to deadlines.

    Attend Leadership Team Meeting (Direct reports’ meeting).

  • Take ownership and make all necessary travel arrangements for Leader, ensuring that travel plans are aligned to the Leader’s priorities, with awareness of impact and suggest actions / solutions to maximise effective use of Leader’s time.
  • Understand and manage logistics. Produce clear travel itinerary.

  • Pre-empt problems and come up with solutions seeking direction from Senior Leader where necessary
  • Has an excellent knowledge of Arup systems and the ability to train and instruct others. Able to support Leader in use of systems or act on their authority.
  • Able to troubleshoot or escalate system issues to relevant parties. Seek and share knowledge of emerging new technology.

    Include appropriate use of social media.

  • Use appropriate systems to find and research information, data and intelligence for Leader.
  • Involvement in people matters as required by Leader.
  • Take ownership of organising events, which will include establishing requirements, managing budget, booking appropriate venues and activities, and seeking authorisation / approval where required.
  • Liaise with Marketing / PR and other Arup parties as necessary to ensure that the events are successful.

  • Provide cover for other Assistants on confidential and urgent matters, working collaboratively with the Business Support Team during busy spells or periods of leave.
  • Share and collaborate to maintain high standards.

    Requirements and Skills

    Essential Skills and Knowledge

  • At least 3 years’ experience providing support at an executive level
  • Excellent knowledge of Microsoft Office and other standard software, social media and communication tools.
  • Excellent knowledge of standard office administrative practices and procedures
  • Ability to communicate with people at all levels in both technical and non-technical environments
  • Ability to be discrete and maintain confidentiality
  • Ability to manage others and delegate
  • Excellent organisational skills
  • Proven experience of producing correspondence and documents
  • Able to work as part of a team or initiate and drive projects on your own
  • Qualifications :

  • Preferable May have completed a Level 4 and looking to a Level 5 qualification or other administrative qualification.
  • Desirable - Professionally qualified e.g. Member of the IAM - Institute of Administrative Management or interested to achieve.
  • Reward and Benefits

    We offer a competitive salary at all levels, and one of the best benefits package in our sector.

    Core benefits include cover under the UK Healthcare Plan (private medical insurance), Life Assurance, Accident Insurance, and Income Protection (long term disability) cover.

    Core benefits are funded by us and made available to all permanent staff in order to support and safeguard your financial, physical and mental wellbeing.

    You will also have access to a grade-related Flexible Benefits Fund which you can choose to take as extra cash, or spend on a wide range of Choice Benefits to help with your work / life balance and financial security.

    In addition all permanent employees are eligible for the Global Profit Share scheme. Subject to scheme rules employees can receive two Profit Share payments per year, which are dependent on the firm’s financial performance.

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