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Personal assistant

Nottingham (Nottinghamshire)
Arup CWS
Personal assistant
Posted: 17h ago
Offer description

About Arup
Dedicated to sustainable development, Arup is a collective of designers, consultants and experts working globally.
At Arup you will have the opportunity to collaborate on ambitious projects - delivering remarkable outcomes for clients and communities, and to do socially useful work that has meaning.
Arup's purpose, shared values and collaborative approach has set it apart for over 75 years, and now is your opportunity to join.
Job description - the role
AMS is a global workforce solutions partner committed to creating inclusive, dynamic, and future-ready workplaces. We help organisations adapt, grow, and thrive in an ever-evolving world by building, shaping, and optimising diverse talent strategies.
We partner with Arup to support their contingent recruitment processes. Acting as an extension of their recruitment teams, we connect them with skilled interim and temporary professionals, fostering workplaces where everyone can contribute and succeed.
On behalf of Arup, we are looking for a Personal Assistant for a 12-month contract based in London - hybrid working.
Purpose of the role:
This role involves actively supporting our Region CIO by efficiently managing their diary, coordinating comprehensive travel arrangements, and organising both internal and external meetings across the UK and overseas. You will ensure the CIO's schedule runs smoothly and facilitate seamless communication with various stakeholders.
What you'll do:
Handle diary management. Proactively gathering relevant details, booking meeting rooms and proactively liaising with relevant teams to organise AV requirements and refreshments.
Plan and organise the activities on behalf of the business leader, understanding the business priorities to manage the leader's diary ensuring effective and efficient use of time.
Attend and take minutes for meetings as requested, capturing actions, and assisting with ensuring that actions are completed.
Provide general assistance in preparing for external and internal meetings, this includes regular document preparation, collation, and filing. Enabling and supporting the timely delivery of reports and other documentation as required.
Supporting in administrative activities - this will include some project work as well as routine administrative tasks, for example, completing timesheets and expense claims.
Engaging with the technology communications team to provide support and help with the creation of content to the wider region. Supporting the Region CIO in technology communications.
Organising, creating, and maintaining electronic files on internal systems as well as SharePoint content. Some experience in creating and maintaining Power BI reports and dashboards is desirable, but not necessary.
The skills you'll need:
MS Office Suite - particularly Outlook, Excel and PowerPoint.
A proven record of excellent support skills.
An excellent communicator and influencer with the ability to form networks at all levels and influence effectively.
Superb organisational and administration skills.
Proven experience of producing correspondence and documents.
Confident when working under pressure, while maintaining a sense of humour.
Self-motivated and able to work independently, with the ability to manage tasks concurrently.
A creative problem solver; proactively seeking and acting upon feedback.
Knowledge of standard office administrative practices and procedures.
Able to be discreet and maintain confidentiality.
About the client
Arup is an equal opportunity employer that actively promotes and nurtures a diverse and inclusive workforce. Guided by its values and alignment with the UN Sustainable Development Goals, Arup creates and contributes to equitable spaces and systems, while cultivating a sense of belonging for all. Arup's internal employee networks support their inclusive culture: from race, ethnicity and cross-cultural working to gender equity and LGBTQ+ and disability inclusion - creating a space for everyone to express themselves and make a positive difference.
Next Steps
If you are interested in applying for this position and meet the criteria outlined above, please click the link to apply and speak to one of our Sourcing Specialists.
AMS are committed to providing all our candidates with the opportunity to perform at their best throughout the recruitment process. Please let us know if you require any additional support or reasonable adjustments during the screening process and we will work with you and Arup to identify the best solution to meet your requirements.
AMS, a Recruitment Process Outsourcing Company, may in the delivery of some of its services be deemed to operate as an Employment Agency or an Employment Business.

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