Arup’s purpose, shared values and collaborative approach has set us apart for over 75 years, guiding how we shape a better world.
Arup is an independent firm of designers, planners, engineers, consultants and technical specialists offering a broad range of professional services. Through our work, we make a positive difference in the world.
An exciting opportunity is now available for an Assistant Board Secretary, reporting to the Trustee Board Secretary, to provide support across the range of activities undertaken in support of the Trustees, including:
1. Maintaining the forward agenda for Trustee meetings in collaboration with the Trustee Chair and Trustee Board Secretary, and managing the planning and logistics for those meetings in collaboration with the local leadership teams including member and project engagement and related activities
2. Drafting and review of specific papers and reports for Trustee meetings, and providing support in the collation and review of the packs for those meetings
3. Attending the Trustee meetings and preparing the initial draft of the meeting minutes
4. Maintaining the Trustees actions register, including proactive support, follow-up with individual action owners, and project management as required
5. Overseeing the charitable donations framework in collaboration with the Community Engagement director and manager, approving payments throughout the year, reporting on donations to the Trustees, and liaising with the CE team on CE reporting
6. Supporting the preparation of annual budgets for the range of Trustee activities, monitoring against them and taking action as appropriate
7. Interfacing as required with the AGL Board and Executive Board Secretaries, and supporting joint Board activities as and when required
8. Overseeing core governance matters in relation to Arup’s trust ownership
9. Preparing key communications including global organisational and senior leadership changes (including AGL Board and Trustees appointments)
10. Reviewing, maintaining and improving core information presented on the intranet
11. Supporting the administration and development of relevant digital platform applications, including board pack portals, board effectiveness evaluations etc.
12. Ad hoc tasks in support of the Trustee Chair, Trustee Board Secretary and Trustee Company Secretary
In addition to the matters that the team takes direct responsibility for, significant aspects of the team’s role are delivered through collaboration and influence, including engaging other teams on specific activities. The ability to develop and maintain strong relationships both with those who we support directly and more broadly across the business – is therefore a clear necessity.
The Assistant Board Secretary will be expected to take a lead on a number of the responsibilities set out above, but also to maintain high levels of flexibility and to be able to respond quickly to changing priorities, doing what is needed for key team deliverables to be achieved without being overly fixated on roles or seniority. The preference is for one day in an Arup office each week. The majority of day-to-day connectivity is expected to be by Teams. This is a global role so hours worked may be outside of normal working hours. This is also a part-time role with an estimated 3 day work week.
Is this role right for you?
• Good understanding of corporate governance principles and practice, and the sophistication to navigate effectively at the interfaces between theory, best practice, organisational realities and pragmatism
• Good understanding of management structure, corporate and ownership arrangements
• Excellent planning and organising skills
• Excellent communication skills, both verbal and written, at both strategic and operational levels
• Experience in global stakeholder management
• Ability to think strategically and tactically in complex environments
• Persistent and willing to persevere when under pressure, with the ability to act professionally whilst navigating around obstacles to achieve end goals
• Good understanding of wider business activities and commercial awareness
• Ability to operate in an agile and collaborative manner within a complex and changing business environment
• Strong analytical and problem-solving skills
• Computer literacy in Microsoft Office including strength in Excel, Word, PowerPoint and Teams
• Planning and managing board meetings, board agendas and papers
• Keeping meeting records including minutes and actions
• Monitoring budgets
• Ability to handle sensitive information with discretion and strict confidentiality
• Remaining calm when working under pressure and deadlines
• Ability to develop and maintain strong working relationships across the business
What we offer you:
At Arup, we care about each member’s success, so we can grow together.
Guided by our values, we provide an attractive total reward package that recognizes the contribution of each of our members to our shared success. As well as competitive, fair and equitable pay, we offer a career in which all of our members can belong, grow and thrive – through benefits that support health and wellbeing, a wide range of learning opportunities and many possibilities to have an impact through the work they do.
We are owned in trust on behalf of our members, giving us the freedom, with personal responsibility, to set our own direction and choose work that aligns with our purpose and adds to Arup’s legacy. Our members collaborate on ambitious projects to deliver remarkable outcomes for our clients and communities. Profit Share is a key part of our reward, enabling members to share in the results of our collective efforts.
We also provide Private medical insurance, Life assurance, Accident insurance and Income protection cover. In addition, you’ll have access to flexible benefits to help you look after all aspects of your wellbeing and give you the freedom and flexibility to find the best solutions for you, your family, and your individual needs.
Different People, Shared Values
Arup is an equal opportunity employer that actively promotes and nurtures a diverse and inclusive workforce. We welcome applications from individuals of all backgrounds, regardless of age (within legal limits), gender identity or expression, marital status, disability, neurotype or mental health, race or ethnicity, faith or belief, sexual orientation, socioeconomic background, and whether you’re pregnant or on family leave. We are an open environment that embraces diverse experiences, perspectives, and ideas – this drives our excellence.
Our Application Process
Stay safe online – Arup will never ask for your bank details as part of our recruitment process.
Recruitment Agencies – We have a Preferred Supplier List of trusted partners to assist us when required and do not acknowledge any speculative CVs or unsolicited candidate introductions from agencies not on the list.