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.

Primary focus:
We are currently looking for an Executive Assistant to support the Region People Leader (Chief People Officer) in our San Francisco and Oakland office. The position requires a highly meticulous individual with strong planning, prioritization, intuitive and administrative skills, a proactive and professional demeanor, with the ability to prioritize across a number of projects, manage upwards and work well in a diverse environment.

Reporting:
Accountable to Region People Leader.

Job responsibilities:
You will be working daily in the Region People Leader’s emails, proactively answering emails, scheduling meetings and preparing communications. The role entails heavy calendar management, requiring interaction with internal/external and global executives and their assistants to coordinate complex meetings.
You are a critical part of the People team acting as a liaison between People team members and the People leader to support the advancement of necessary deliverables across the team.
It is expected that you will prepare clear and timed meeting agendas, circulated in advance; record, draft and circulate meeting minutes and action lists to meeting attendees and conduct necessary follow-up on actions. You will prepare, proofread and edit correspondence, communications, presentations and other documents using our brand guidelines. This could include research, collecting and analyzing data to prepare executive memos, Board reports and presentations.
When the People Leader has travel commitments, you will arrange complex travel itineraries including air, hotel, transfers, taxis, passports, and visas. Using Concur SAP, you will be responsible to prepare, reconcile, and process invoices and expense reports in line with our organization’s requirements. On occasion, you may be tasked with planning and organizing executive meetings according to the venue (virtual or in-person) along with related details, staying within budget (securing hotel accommodations, meeting rooms, refreshments, dinners, presentations, organizing internal and external presenters, IT and AV needs, etc.)
You are able to handle unanticipated changes calmly and efficiently, including to schedules, plans and workloads, and respond to these changes in a timely manner.

San Francisco or Oakland Office Hiring Range: The good faith base salary hiring range for this position is $75,000 to $85,000 per year.

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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