Administrative Assistant

ReqID : SEA00007Y

Joining Arup

Arup’s purpose, shared values, and collaborative approach has set us apart for over 75 years, guiding how we shape a better world.

We are seeking an experienced Administrative Assistant to join our dynamic Seattle office. The ideal candidate will excel in strategic planning, demonstrate a proactive approach to business success. This role requires a proactive, self-motivated individual who thrives in a fast-paced, forward-thinking environment and plays a critical role in supporting business. The candidate will also demonstrate excellent organizational and problem-solving skills, providing guidance and support to both team members and leadership. We encourage professionals with strong interpersonal abilities and a keen attention to detail to apply, contributing to our collaborative and innovative firm culture.

We are seeking an experienced Administrative Assistant to join our dynamic Seattle office. The ideal candidate will excel in strategic planning, demonstrate a proactive approach to business success. This role requires a proactive, self-motivated individual who thrives in a fast-paced, forward-thinking environment and plays a critical role in supporting business. The candidate will also demonstrate excellent organizational and problem-solving skills, providing guidance and support to both team members and leadership. We encourage professionals with strong interpersonal abilities and a keen attention to detail to apply, contributing to our collaborative and innovative firm culture.

The Opportunity

As the cornerstone of our office, you will :

serve as the primary liaison for both internal and external stakeholders, showcasing exceptional communication skills and maintaining the utmost discretion in handling confidential information

manage dynamically changing calendars for designated leaders

follow our defined document control, data, information management systems, and procedures to assist with project management

prepare, edit, proofread, and submit reports, correspondence, spreadsheets, and presentations with utmost attention to detail, ensuring the highest quality and formatting adhering to our branding guidelines

adapt to evolving digital platforms and processes

assist in the preparation and submission of proposals, bids, and presentations

aid in the administration of activities for the Client Relationship Management (CRM) system : including opportunity creation, pipeline management support, and contact database maintenance.

ensure the CRM data is accurate and reliable, regularly review entries, update records, and follow effective data management practices.

conduct research to support business development efforts

plan and complete office events with meticulous attention to detail, coordinating all logistical aspects to ensure smooth operations.

apply Concur SAP to handle tasks such as arranging business travel, processing invoices and expense reports

assist with professional license applications and renewals

perform other duties as required

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 to do socially useful work that has meaning – to Arup, to your career, to our members and to the clients and communities we serve.

Is this role right for you?

Minimum two years of applicable experience in a similar role, ideally in professional services

an associate or bachelor’s degree in business or related field is preferred

proficiency in MS Office Suite and other standard applications / software programs and databases is required

strong English grammar, spelling, punctuation, composition, drafting and proofreading skills is required

strong organizational skills and effective time management abilities

proactive, self-motivated individual with excellent communication and interpersonal skills

capacity to work both independently and collaboratively within a team environment

excellent interpersonal skills, adept at building and managing relationships

Please note that all applicants must apply directly via the job portal. If this role is not quite what you are looking for, but you are interested in other opportunities for a future with purpose, please sign up to our Talent Community where you will be kept up to date with roles suitable for you to shape a better world.

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.

Benefits at 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. As a member of Arup, everyone shares in our success through a global profit share scheme (payments are dependent on the firm’s financial performance). 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

Seattle Hiring Range – Hiring Range - The good faith base salary hiring range for this job if performed in Seattle is $68,250 to $77,000 per year This range is commensurate with experience, educational background, and skill level. Benefits are not included in the base salary. Please note hiring ranges for candidates performing work outside of Seattle will differ.

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.

Guided by our values and alignment with the UN Sustainable Development Goals, we create and contribute to equitable spaces and systems, while cultivating a sense of belonging for all. Our internal employee networks support our inclusive culture : from race, ethnicity and cross-cultural working to gender equity and LGBTQ+ and disability inclusion – we aim to create a space for you to express yourself and make a positive difference. Discover more about life at Arup at www.arup.com / careers / your-life-at-arup.

Our Application Process

We will be reviewing our candidates for this position on a rolling basis. Once you have applied you will be evaluated and potentially moved on to the next round, at which point a member of the talent resourcing team will reach out to you directly.

Arup is an equal opportunity employer. All qualified applicants will receive consideration without regard to race, colour, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, spouse of a protected veteran, or disability.

Stay safe online. Recruitment fraud is on the rise, and Arup’s name, logo, and branding have been used in fraudulent job advertisements. Arup will never ask for bank information as part of our recruitment process.

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