Administrative Assistant

New

Americas Region



LOS0000PYRequisition #

Arup’s purpose, shared values and collaborative approach has set us apart for over 75 years, guiding how we shape a better world. At Arup, you belong to an extraordinary collective – in which we encourage individuality to thrive. Our strength comes from how we respect, share and connect our diverse experiences, perspectives and ideas. You will have the opportunity do socially useful work that has meaning – to Arup, to your career, to our members and to the clients and communities we serve.

We are looking for an Administrative Assistant in Los Angeles. To be successful, you are very well-organized, can effectively collaborate with lead Executive Administrative members to support local, regional, and global initiatives and can maintain excellent business communication, correspondence, and interpersonal skills with the organization’s key stakeholders who are high-profile professionals from around the globe.

Responsibilities:

• Being the front-line client facing person for their assigned Senior Leader(s) of the office

• Calendar management, requiring interaction and coordination with internal/external executives and their assistants to coordinate complex meetings

• Arranging travel and itineraries including air, hotel, transfers, passports, and visas

• Helping with the preparation, proofreading, and editing of correspondence, communications, presentations and other documents

• Conduct research, collecting, and analyzing data to prepare reports and documents

• Handle conference room bookings, catering, and setting up AV equipment

• Assisting with the planning, coordinating, and participating in meetings, webcasts, and conference calls

• Preparing, reconciling and processing of expense reports

• Maintain contacts in CRM and Outlook.

• Entering data and progressing actions within our CRM system. Enter timesheets, business, and travel expenses

• Assist with maintaining internal intranet sites and electronic document filing system

• Support bid managers and marketing team in preparing proposal submissions, and assist in ensuring that collateral materials are maintained and updated regularly.

• Providing support with the completion of applications for professional licenses;

Qualifications

• 2 years’ relevant experience supporting a team of 2 or more in a fast paced and professional environment is preferred

• Associate degree or bachelor’s degree preferred

• Advanced proficiency in Adobe Acrobat and Microsoft Office 360 Suite (Excel, PowerPoint, Outlook, and Word) is required

• Strong English grammar, spelling, punctuation, composition, drafting and proofreading skills

• Ability to handle confidential assignments with tact and diplomacy

• Strong written, verbal communication and typing skills

• Strong problem-solving, strategic and creative thinking, and decision-making ability

• Detailed-oriented with the capacity to prioritize and manage differing needs of their projects; proactive, self-motivated with excellent interpersonal skills

• Accustomed to "open door" office setting

Hiring Range - The good faith base salary hiring range for this job if performed in Los Angeles is $51,900 to $67,000 per year. Benefits are not included in the base salary. Please note hiring ranges for candidates performing work outside of Seattle will differ.

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 as well as paid time off for rest and renewal. Our Global Profit Share Plan (paid bi-annually) provides an opportunity for you to share in the success of the Firm. 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.

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 opportunityemployerand all qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, spouse of protected veteran, or disability.

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