Administrative Assistant

Arup is proud to be recognized by Fast Company in their third annual Best Workplaces for Innovators list, which honors businesses and organizations that demonstrate a deep commitment to encouraging innovation at all levels. We find solutions for some of the world’s most complex problems. From climate action to social value, we consider the broadest impacts of our work. We strive to build a more sustainable, resilient, and equitable future. This purpose shapes our culture and has made us leaders in sustainable development. You’d be joining our multi-disciplinary design teams focusing on technical excellence and innovative solutions that create a better future for people, places, and the planet.

An exciting opportunity has arisen in our Houston office for an experienced Administrative Assistant to provide support to a team of Senior Leaders in our South Geography. This significant role requires the Administrative Assistant to perform diverse administrative functions requiring confidentiality, initiative, and sound judgment. The successful candidate will possess structure, attention to detail, quality focus, and flexibility to work in a high-paced deadline-driven organization.

During your career at Arup, you will have the chance to collaborate with some of the world's most highly respected engineers and specialists. You will also get the opportunity to work on exciting and significant projects, delivering quality work that has a positive and lasting influence on the community and the environment.

You will make an impact in this role by…

• managing ever-changing calendars, including vetting, prioritizing meeting requests and coordinating conference calls and interviews
• prioritizing tasks to progress key initiatives and deadlines, track key deliverables, coordinate, consolidate and submit outputs/submissions
• arranging complex business travel coordination of flights, check-in, accommodation, ground transportation, passports, and visas
• supporting meetings: meeting/greeting guests, setting up conference rooms and audiovisual, ordering food & beverage, collation and distribution of papers, agenda production, documentation & slide-deck consolidation, preparation and formatting, attendee management, minute-taking; action follow-up, etc.
• planning and coordinating internal and external events
• proofreading and editing of correspondence, communications, and other documents using our branding guidelines
• using Concur to prepare, reconcile, and process invoices and expense reports
• assisting with bid support tasks to win work and ensure compliance with our management systems
• using our Client Relationship Manager (CRM) for data entry, generating job numbers
• quickly adapting to changing digital platforms, processes, and concepts
• assisting with the completion of professional license applications
• serving as the backup to the office facilities coordinator
• performs other duties as required

Qualification and skills

• minimum two-year applicable experiences in a similar role, ideally in professional services, and a multi-disciplinary environment
• superb organizational and administration skills
• able to judge a context, make connections and build relationships
• an excellent communicator and influencer with the ability to form networks at all levels and influence effectively
• proven experience of producing correspondence and documents
• confident when working under pressure while maintaining a sense of humor
• a creative problem solver; proactively seeking and acting upon feedback
• proficient computer skills and in-depth knowledge of relevant software such as MS Office Suite
• a developing interest in digital tools
• you will be eager to take on new challenges and look for opportunities to improve current ways of working on your own and as part of a team
• you have a proactive approach to learning and of developing new approaches
• you’re a natural collaborator and willing to work as an integral part of the team
• you enjoy engaging and collaborating with others in different cultures, countries, and time zones on a day-to-day basis
• you possess strong attention to detail
• bilingual in Spanish is a plus!

Benefits that Work - At Arup, we have a comprehensive and valuable benefits program that works for our employees and their families while keeping costs low. These benefits provide health and welfare security for you and paid time off for rest and renewal. Our Global Profit Share Plan (paid bi-annually) provides an opportunity for you to share in the Firm’s success. As a valued employee of Arup, you can also choose to participate in our 401(k) plan with up to 10% company match to help you save for your future.

COVID-19 Vaccination Requirement - Arup requires all new employees to be vaccinated for COVID-19. Arup is an equal opportunity employer and, consistent with federal, state, and local requirements will consider requests for reasonable accommodation based on disability or sincerely held religious beliefs where it is able to do so without undue hardship to Arup.

Flexible Working - We believe that flexible arrangements create a more inclusive way of working that supports our diversity and the wellbeing of our people. Options for alternative schedules and the ability to work outside of the office for a portion of your workweek are available.

Arup is an Equal Opportunity Employer. We consider all qualified candidates regardless of national origin, veteran, disability, sexual orientation, gender, gender identity, or other status protected by law. If you need any assistance or accommodations due to a disability, please contact us at americasbenefits@arup.com.

#LI-HYBRID