Secretariat Coordinator

Shape a future with purpose at Arup in Spain.

Join our collaborative team and play a key role in the smooth operation of our Madrid office.

Arup’s purpose, shared values, and collaborative approach have set us apart for over 75 years, guiding how we shape a better world.

We have been present in Spain since 1993 and we have a team of more than 300 engineers, consultants, and qualified technical personnel. We work for clients from the public and private sectors, providing creative and sustainable solutions based on the efficient use of resources.

Our Secretary Services team works closely with engineers, architects, designers, and specialists across all disciplines, ensuring seamless support for their daily tasks and contributing to the exceptional service we provide to our clients.

The Opportunity

Gain valuable experience in a dynamic, international environment supporting a diverse team of professionals. As a Secretariat Coordinator, you'll be leading a team of Secretaries in Arup in Madrid, being the point of reference for different stokeholders and tasks.

As a Secretariat Coordinator at Arup, you will:

• Coordinate the secretarial team, ensuring a clear and fair distribution of responsibilities.
• Define criteria and processes to optimise the team’s internal organisation.
• Motivate and support the team, fostering a positive, results-oriented working environment.
• Act as PA to directors, managing diaries, meetings, and travel arrangements, both domestic and international.
• Prepare documentation, reports, and presentations according to business needs.
• Manage and liaise with external suppliers, ensuring proper service delivery and compliance with agreements.
• Maintain ongoing collaboration with support departments (IT, HR, Finance, etc.) to guarantee smooth daily operations.
• Serve as a point of reference to resolve queries and facilitate communication between the team and other areas.
• Ensure compliance with internal standards and best administrative practices.

Does this role inspire you?

We're looking for a motivated and enthusiastic individual to join our dynamic team. Ideally, you’ll bring:

·       Minimum of 10+ years’ experience in secretarial roles, including team coordination.

·       Proven experience in assigning responsibilities and defining internal processes.

·       Ability to lead and motivate diverse teams in dynamic environments.

·       Experience in managing complex diaries and providing direct support to directors.

·       Strong negotiation skills and experience in dealing with external suppliers.

·       Excellent interpersonal and communication skills (including conflict management).

·       Advanced proficiency in office tools (Microsoft Office, calendar management, video conferencing).

·       High level of English and Spanish (C1 or equivalent); experience in international environments is desirable.

Bonus points if you have:

·       Experience in global or multinational companies.

·       Knowledge of collaborative tools (CRM, SharePoint, Adobe Cloud, etc.).

·       Education in administration, business management, or similar.

·       Skills in continuous improvement and process optimisation.

How to apply for this vacancy?

To apply for this vacancy, register your updated CV and a cover letter in English.

Why Arup?

At Arup, we believe in investing in our people and supporting their growth from day one. As a trust-owned company, we're driven by our purpose and values, creating a collaborative and rewarding environment for our employees.

Benefits that work for you:

·       Professional Growth & Development: Benefit from continuous learning opportunities, training programs, and mentorship to enhance your skills and advance your career at Arup.

·       Global Opportunities: Collaborate with colleagues worldwide and explore potential short-term or long-term assignments at other Arup offices and project locations.

·       Financial Well-being & Ownership: Receive a competitive salary and benefits package and share in Arup's success through our global profit-sharing programme.

·       Work-Life Balance: We offer a hybrid working model and flexible working arrangements to support work-life balance.

·       Well-being and Culture: Access to a range of well-being programs, including sports subsidies, social activities, and initiatives promoting a healthy work-life balance.  We foster a diverse and inclusive culture where everyone feels welcome, respected, and valued.

Arup is recognized as one of the best companies to work for in Spain in 2024 by Actualidad Económica and Forbes magazine, thanks to our flexibility policies. We also adhere to the Code of Principles of Generational Diversity, committing to equal opportunities regardless of age.

At Arup, you belong to an extraordinary collective where individuality is encouraged. Our strength comes from how we respect, share, and connect our diverse experiences, perspectives, and ideas. You’ll have the opportunity to do socially useful work that has meaning—to Arup, to your career, and to the clients and communities we serve.

We are proud to be an equal opportunity employer and are committed to building a workplace that reflects the rich diversity of the world around us. We actively promote a culture of inclusion where everyone feels welcome, respected, and valued.

We welcome applications from talented individuals of all backgrounds, regardless of age (within legal limits), gender identity or expression, disability, ethnicity, religion, sexual orientation, or any other protected characteristic. We are committed to making our recruitment process and workplaces accessible. If you need any assistance or adjustments, please contact beatriz.estefania@arup.com. We're here to support you.

Do you want to join us in shaping a better world?

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