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Job Details

Executive Assistant


Excellence Leaves a Lasting Impression - Bring Your Vision to Shape a Better World?

At Arup, our innovative spirit compels us to express our ingenuity in unique ways -developing many of the world’s most innovative and sustainable Arts, Culture and Entertainment projects. Arup is a global consulting and design firm of over 16,000 creative minds. Our integrated approach to engineering and design brings together the best professionals to meet our clients’ needs.

We are currently seeking an Executive Assistant to support a team of Principals in our Los Angeles office. This position requires a highly detail-oriented individual with strong planning, prioritization, intuitive administrative skills, a proactive and professional demeanor, with the ability to multi-task, manage upwards and work well in a diverse environment.

To be successful, the ideal candidate must be very well-organized, be able to work with little supervision, and maintain excellent business communication, correspondence, and interpersonal skills with the organization’s key stakeholders who are high-profile professionals from around the globe.

Job responsibilities will include, but not be limited to the following: 

• Being the front-line client facing person for the Principals you are assigned.
• Ability to interface with high profile executives and their assistants in client organizations.
• Extensive calendar management, requiring interaction with internal/external executives and their assistants to coordinate complex meetings.
• Coordinating comprehensive domestic and international travel arrangements and detailed itineraries.
• Monitoring business emails to ensure all tasks are properly and efficiently completed in a timely manner.
• Preparing and editing correspondence, communications, presentations and other documents
• Proofreading documents.
• Planning, coordinating, and participating in meetings, webcasts, and conference calls.
• Managing conference room bookings, catering, and setting up AV equipment.
• Preparing and processing expense reports and timesheets.
• Procuring passports and visas for business related travel.
• Maintaining internal SharePoint intranet sites and electronic document filing system.
• CRM management.
• Assisting with the completion of applications for professional licenses.
• Provide backup support for other administrative staff as required.
• Other duties as assigned.

• Minimum 3 years’ relevant experience supporting a team of 2 or more executives in a fast paced and professional environment is required. Previous administrative assistant experience preferred.
• BA/BS degree in business management/communications or equivalent combination of education and related experience.
• Comfortable working remotely with executives who travels.
• Exceptional written and oral communication skills.
• Must have good editing and proofreading skills.
• Comprehensive working knowledge of MS Office Suite and other standard applications/software programs and databases.
• Graphic design skills.
• Familiar with using and programming SharePoint sites a plus.
• Strong problem-solving, strategic and creative thinking, and decision-making abilities.
• Strong attention to detail and organizational skills.
• Ability to perform in a team oriented environment
• Ability to handle sensitive and confidential situations.
• Accustomed to "open door" office setting
• Proactive, self-motivated with excellent interpersonal skills.
• Ability to work independently, or as a team member, while maintaining focus and productivity

Share your passion and experience in a global culture that believes your potential to achieve is endless. This is your opportunity to shine.

Arup is an equal opportunity employer committed to a diverse and inclusive work environment where our people are encouraged to thrive. 

Job Number: LOS0000C6
Category: Administration
Location: Los Angeles, California
Date Posted: None