Personal Assistant to Country Leader

About the role

Arup is looking for a proactive Personal Assistant to support the Country Leader and Southeast Asia Business and Markets Leader. The role provides high‑level administrative assistance, ensuring smooth day‑to‑day operations and effective stakeholder communication across the region.

Key responsibilities

• Manage the leader’s diary, priorities and follow‑up actions, balancing competing demands.
• Organise meeting logistics, including scheduling, invitations, catering, room bookings and minute taking.
• Serve as a primary point of contact for clients and internal stakeholders, facilitating communication and relationship building.
• Prepare and edit documents, presentations, reports and other business materials.
• Gather, analyse and present regional data and reports to support decision‑making.
• Coordinate travel arrangements in line with Arup policies, handling approvals, bookings and visa processes.
• Lead, mentor and support junior team members, ensuring workload balance and high performance.

Required profile

• Proven experience as a Personal or Executive Assistant supporting senior leaders, preferably in professional services.
• Strong diary management, stakeholder engagement and meeting coordination skills.
• Excellent written and verbal communication with the ability to build relationships at all organisational levels.
• Highly organised, proactive and able to work independently under pressure.

Required skills

• Advanced proficiency in office software (e.g., Microsoft Office suite).
• Effective minute‑taking and agenda‑setting capabilities.
• Experience coordinating international travel and logistics.