Executive Assistant

About the role

Arup is seeking a highly organized and proactive Executive Assistant to support senior leaders in its Vancouver office. This strategic role goes beyond traditional administrative duties, acting as a trusted partner to enable leaders to focus on priorities, decision‑making, and delivery.

Key responsibilities

• Serve as a strategic partner to senior leadership, anticipating needs and managing high‑stakes calendars across multiple time zones.
• Facilitate coordination across departments, translating leadership intent into clear, actionable next steps.
• Maintain situational awareness of commitments, flag risks, and ensure disciplined follow‑through on priorities and workflows.
• Prepare concise briefings, agendas, research, presentations, and track follow‑up for internal and external engagements.
• Draft, proofread, and refine executive‑level correspondence, reports, and presentations in line with Arup’s brand standards.
• Plan and coordinate complex domestic and international travel, including flights, accommodations, ground transportation, visas, and detailed itineraries.
• Research and summarize information to support leadership decisions and external engagements.
• Build and maintain strong relationships across the business to understand team dynamics, project milestones, and evolving priorities.
• Represent the leader and Arup in interactions with internal teams, clients, industry partners, and external stakeholders.
• Partner on business development activities, ensuring CRM data integrity and supporting client research.

Required profile

• Proven experience as an Executive Assistant supporting senior leadership.
• Exceptional organizational skills with the ability to manage competing priorities.
• Strong written and verbal communication, discretion, and sound judgment.
• Adaptable, poised professional who can navigate a fast‑paced environment.
• Detail‑oriented with a passion for enabling leaders to perform at their best.

Required skills

• CRM