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.

We are currently looking for an Administrative Assistant to support the Chief Operating Officer, Chief Financial Officer, and Region Marketing Director. The position in our New York City office requires a highly detail-oriented individual with strong planning, prioritization, intuitive and administrative skills, a proactive and professional demeanor, with the ability to multi-task across several projects, manage upwards and work well in a diverse environment. This is a great opportunity to learn general business management.

Job responsibilities will include, but not be limited to the following:

Project Coordination

• conducting research, collecting, and analyzing data to prepare reports and documents
• planning and organizing executive meetings according to the venue (telecon or in-person) along with related details
• planning, coordinating, and participating in meetings, webcasts, and conference calls
• preparing clear and timed meeting agendas
• recording, drafting and circulating meeting minutes and action lists
• preparing, proofreading, and editing correspondence, communications, presentations, and other documents using our branding guidelines
• maintain internal intranet and document filing system
• entering data, progressing actions and creating analytical reports
• ad hoc special projects

Administrative Activities

• heavy calendar management, requiring interaction with internal/external executives and their assistants to coordinate complex meetings
• arranging complex travel itineraries including air, hotel, transfers, passports, and visas
• using an expense system to prepare, reconcile, and process invoices and expense reports in line with our organization’s requirements

Qualifications

• AA/BA degree is preferred
• minimum of 2 years’ experience working in an administrative and/or project coordinator capacity
• proficiency of MS Office Suite and other standard applications/software programs and databases
• excellent communication skills both verbal and written
• strong problem-solving, strategic and creative thinking, and decision-making ability
• superior attention to detail and organizational skills
• proactive, self-motivated with excellent interpersonal skills
• ability to work independently, or as a team member, while maintaining focus and productivity

NYC Hiring Range - The good faith base salary hiring range for this job if performed in New York City is $54,000 to $70,000 per year. Benefits are not included in the base salary. Please note hiring ranges for candidates performing work outside of NYC 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 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.

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