Personal Assistant & Marketing Communications Specialist

Arup is a unique organization that is owned and run by its employees, which means that our people are at the heart of everything we do. As a people-centric organization, we are committed to creating an inclusive and supportive work environment where everyone can thrive and achieve their full potential. Our employees are empowered to make decisions and take ownership of their work, which fosters a culture of innovation and collaboration. At Arup, we value diversity and strive to create a workplace that reflects the communities we serve. As a result, we are able to attract and retain some of the brightest and most talented professionals in the industry.

Primary Focus:

This hybrid role is designed for an ambitious administrative professional eager to transition into marketing and communications. As the Personal Assistant to the APAC MCBD Lead, you will provide high-level executive support while also contributing directly to marketing and communications projects. You will gain exposure to marketing and communications related campaigns and activities, making this an ideal launchpad for a future career in marketing and communications.

Responsibilities:

Executive Support:

• To deliver effective personal assistance to the APAC Marketing, Communications and Business Development Lead, this role will be expected to work under minimal supervision, key responsibilities include: 
• Diary management, including flexibility in adjusting schedules to meet priority situations and multiple time zones.  
• Planning and arranging meetings, including follow-up with expected attendees to ensure adequate preparation, and agenda, minutes and actions are correctly prepared and recorded as required.  
• Assisting with booking travel and accommodation in line with Arup policies and procedures.  
• Payment of invoices, reviewing expenses for approval and assisting in budget oversight. Reconciliation of expenses and invoices in line with Arup policies and procedures.  
• Proactively coordinate and prioritise actions requested of the leader. Including actioning requests and delegating tasks to the appropriate team member/s where required.  
• Delivery of confidential and high-quality support services to the leader including but not limited to producing documents, presentations, researching and gathering information and authoring communications and other documentation.  
• Support the onboarding of new members of the APAC MCBD Team.

Marketing and Communications:

• Assist the Portfolio & Services M&C team in the planning and execution of marketing and communications campaigns. 
• Support the creation and editing of APAC content for marketing related communications channels 
• Support the creation of APAC collateral to support campaigns and client engagement 
• Help maintain an APAC team planning and scheduling calendar. 
• Coordinate the production of marketing and communications materials and logistics for regional or significant events. 
• Assist with the drafting and approvals of award submissions in Tier A APAC award groupings/categories 
• Liaise with internal team in the development and implementation of APAC marketing and communications campaigns and programs.

Qualifications:

• Bachelor’s degree in a relevant field, such as Marketing, Communications, Media, Commerce (or intending to complete formal study - not essential) 
• Prior experience in an administrative, executive assistant, or office coordinator role ideally within a professional services and marketing, communications, or business development team. 
• Interest in marketing, communications, and business development. 
• Advanced skills in Microsoft Office (Word, PowerPoint, Excel, SharePoint, CoPilot); experience with digital marketing tools including CRM, Power BI dashboards is a plus. 
• Strong organizational, multitasking, and problem-solving skills. 
• Outstanding interpersonal and communication skills 
• High attention to detail and a proactive, self-starter attitude, able to balance urgent, short-term tasks with ongoing operational and strategic projects. 
• Demonstrated ability to work independently and as part of a team in a fast-paced environment, while also collaborating within a team environment 
• Commitment to exemplifying Arup’s aims, particularly those of being a ‘humane organisation,’ maintaining ‘quality of work,’ and ‘straight and honourable dealings.  

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 eligible members to share in the results of our collective efforts.

Explore the perks of a career with Arup Australia:

• Hybrid working policy and flexible working hours.  
• Paid parental leave for the primary career of 16 weeks or 32 weeks at half pay and as well as generous unpaid leave benefits. 
• Paid parental leave for the support career of 4 weeks plus the opportunity to access extra paid and unpaid leave if you later become the primary career.  
• Birthday leave 
• Annual leave loading 
• Ability to purchase additional leave of up to 20 days for permanent employees. 
• International mobility opportunities 
• Insurances (life & income protection) 
• Interest free solar energy and bicycle loans   
• Novated car lease 
• Ovasaver including discounts, vouchers, cashback, and exclusive offers on more than 300 retailers. 
• 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 www.arup.com/careers/your-life-at-arup.

We are committed to making our recruitment process and workplaces accessible to all candidates. Please 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

Please apply directly through our applicant tracking system. Shortlisted candidates will be contacted by Talent Acquisition to discuss next steps. Stay safe online – Arup will never ask for your bank details as part of our recruitment process.

Arup does not accept unsolicited resumes from recruiters or employment agencies.