Administration Assistant
Joining Arup
At Arup we’re dedicated to shaping a better world. Our purpose, shared values and collaborative approach has set us apart for over 75 years. We solve the world's most complex problems and deliver what seems impossible, with curiosity and creativity.
We’re a thriving and growing organisation which offers you many possibilities to shape a better world, and your future.
The Opportunity:
We are looking to recruit an Administration Assistant to provide administrative support to the Global Company Secretariat team. This role provides essential administrative and personal assistant support to both the Company Secretariat Team Leader and as an administrator the team, combined with a strong focus on bid coordination and IT systems. You will play a pivotal role in ensuring the smooth operation of governance processes, while also acting as a key point of contact for the team’s use of specialised Company Secretariat software and digital tools. There will be regular interaction with many people across the business, as well as senior level stakeholders in the business, so an adaptable approach to working with a diverse range of people at various levels will be needed.
Is The Role Right for You?
You’ll thrive in this position if you bring strong administrative experience supporting senior leaders and teams, ideally within a governance or legal setting. Your familiarity with Company Secretariat software—such as Diligent Entities, Board Intelligence, GEMS, or similar—will help you confidently navigate digital tools and systems.
We're looking for someone highly organised, with exceptional multitasking ability and the skills to manage competing priorities. Proficiency in Microsoft Office, particularly Word and Teams, is essential. You’ll have a calm and approachable manner, paired with strong interpersonal communication that allows you to build trusted relationships across all levels.
Attention to detail is key, along with the discretion to manage confidential information sensitively. A proactive mindset, a “can-do” attitude, and a hunger to learn will serve you well. Whether working independently or collaborating with others, your ability to adapt and support the wider team will be crucial. Willingness to deepen your knowledge of Company Secretariat functions and Arup systems.
Responsibilities
Administrative Team & PA Support
Manage diary scheduling and coordinate board meetings across Arup subsidiaries
Draft formal correspondence, including director appointment and resignation letters using the Arup templates.
Support budget coordination, by reviewing, assigning and where applicable, approving invoices via Concur Software System.
Assist in preparing board materials using the Arup templates including cover sheets, agendas, and document collation
Monitor and follow up on delegated tasks, especially those related to bids and governance documents
Compliance & Bid Support
Provide bid support to the Company Secretariat trainee, ensuring timelines and priorities are met
Respond to standard statutory company info requests, including Know Your Customer (KYC) documentation
Coordinate electronic and ink signatures with senior leadership by working with executive assistants in the firm or by issuing DocuSign packets for signature.
Arrange notarisation, apostille, and legalisation of documents which includes send the documents to Arup’s notary
Order corporate certificates and maintain compliance records
Arrange criminal checks for directors and maintain updated regulatory documentation
IT Systems & Software Support
Act as key user and first-line support for Secretariat software platforms
Support effective use of digital tools and liaise with IT for troubleshooting
Maintain accurate digital records and file documents correctly
Identify and suggest improvements to digital workflows and processes
Document & Records Management
File and manage corporate documents within local and digital systems
Archive and retrieve files, maintaining accurate indexing
Manage courier arrangements for secure delivery of sensitive documents
Process and code invoices, ensuring timely payment and accurate financial records
Not ready to apply just yet, or have a few questions? Contact Rhian Melaney rhian.melaney@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 http://www.arup.com/careers/your-life-at-arup.
We are committed to making our recruitment process and workplaces accessible to all candidates. Please contact Rhian Melaney rhian.melaney@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 payment or 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.
Closing date: 8th August 2025