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Personal Assistant/Business Administrator - Buildings Group


A career at Arup offers you the chance to make a positive difference in the world. Independently owned and independently minded, we attract a diverse mix of people to work on ground breaking projects around the world.


The focus of this role is to provide a confidential administrative support service to the Group Leader. This includes the planning, organisation and coordination of tasks and functions performed by the Leader. It also includes an element of support to the management team of Arup together with attending to other staff needs.

• This role provides an initial point of contact, information and coordination of communication for both internal and external clients and staff.
• The role requires strong verbal and written communication skills, flexibility, creativity and professionalism. It also requires excellent interpersonal skills.

Key Tasks


• Delivery of confidential and high quality PA support to Group Leader including but not limited to email and diary management; management of correspondence, general word processing and document preparation; filing (electronic); liaison with key personnel within the group to ensure timely delivery of information; and other assistance as required.
• Administrative assistance with tasks relating to financial monitoring of the Buildings business, including but not limited to; assisting commercial assistant with preparation of financial reports and spread sheets from Ovaview assisting with budget updating and follow-up; and proactively alerting the Group Leader to financial issues as identified in reports; assisting with preparation of monthly invoices and debt management.
• Ensuring compliance with Arup standard templates and Corporate Style Guidelines. This includes preparation of high quality and creative; proposals, submissions and presentations.
• Assist Group Leader and Bid Manager with Business Development, including, but not limited to; leads tracking, organisation of submission material and project sheets.
• Providing support to Leader with responsibilities to the Australasian Region Building Sector Leader and Australasian Region Board.
• Administrative support to recruitment activities.
• Liaison with key personnel/others within the region to ensure timely delivery of information required by the Leader to meet internal and external (client) deadlines and priorities.
• Proactively coordinate and prioritise actions requested of the Leader. In particular, effectively identify and prioritise those actions the Leader is required to undertake, use initiative in the delegation of those that can be handled by others and undertake and deliver those that can be handled by you.
• Creative time and diary management, including flexibility in adjusting schedules to meet priority situations.
• Planning and arranging meetings, including follow-up with expected attendees to ensure adequate preparation and ensuring agenda and minutes are correctly prepared.
• Arranging international and domestic travel in line with Arup’s policies and procedures.
• Contact and liaison with clients and other stakeholders to assist the Leader to promote and facilitate the relevant activities of the group.
• Maintain personal training records for mandatory training and agreed development objectives.
• Understand overview of Australian Management Systems (AMS) and Scorecard requirements and contribute as appropriate
• Understand overview of HSMS, complete actions to comply with HSMS and seek assistance from others where required. Provide improvement suggestions to the HSMS where appropriate
• Liaising with all other Business Administrators of the Buildings teams as needed; including but not limited to operational, resourcing, assisting with proposals, reports and financials
• At times lead directives from the Leader in consultation with all Business Administrators in the Buildings local teams
• Participating in office related networks and responsibilities, including but not limited to; Brisbane BA and PA Networks.

Please note that shortlisted candidates for this role will not be contacted until late January/early February 2018.

“It is not the wish to expand, but the quest for quality which has brought us to this position… to do work of quality, we must have people of quality. There are many kinds of quality, and there are many kinds of job to do, so we must have many kinds of people, each of which can do their own job well.” Ove Arup, 1970.


Job Number: BRI00006Y
Category: Administration
Brisbane, Queensland, Australia

Date Posted: Nov. 16, 2017
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