Shape a future with purpose at Arup in Spain.
Join our collaborative team and play a key role in the smooth operation of our Madrid office.
Arup’s purpose, shared values, and collaborative approach have set us apart for over 75 years, guiding how we shape a better world.
We have been present in Spain since 1993 and we have a team of more than 300 engineers, consultants, and qualified technical personnel. We work for clients from the public and private sectors, providing creative and sustainable solutions based on the efficient use of resources.
Our Secretary Services team works closely with engineers, architects, designers, and specialists across all disciplines, ensuring seamless support for their daily tasks and contributing to the exceptional service we provide to our clients.
The Opportunity
Gain valuable experience in a dynamic, international environment supporting a diverse team of professionals. As a secretary, you'll be part of a talented team of professionals who provide support to top-level executives.
As a Secretary at Arup, you will:
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Act as PA to specific directors, managing inbox, diaries, meetings, and travel arrangements, both domestic and international.
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Anticipate needs, manage sensitive information with discretion.
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Track key commitments and actions across strategic initiatives.
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Book travel efficiently with the highest standard of customer service for executives and associates.
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Providing business support:
- Administrative management of tenders and competitive bidding processes
- Assistance with executive reporting, data collection, error detection and data translation.
- Assistance with CRM: reviewing and updating data.
- Preparing presentations, translations and document formatting.
- Support with administrative tasks and day-to-day management liaising between teams.
Does this role inspire you?
We're looking for a motivated and enthusiastic individual to join our dynamic team. Ideally, you’ll bring:
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Proven experience of minimum of 5 years’ experience in secretarial roles as an executive assistant, ideally in international environments with high standards.
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High level of English and Spanish (C1 or equivalent). Additional languages are a plus.
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University degree or equivalent in administration, business, finance or similar.
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Experience in managing complex diaries and providing direct support to directors.
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Experience in managing demanding travel arrangements, in ever-changing circumstances.
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Previous experience and command in executive reporting, CRM, data collection, consolidation of information, error detection and data translation.
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Advanced proficiency in office tools (Microsoft Office Suite, calendar management, Teams).
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A critical mindset, strategic thinking and a spirit of growth and learning within the business.
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High level of professionalism, interpersonal and communication skills and confidentiality.
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Proactive, autonomous, emotionally balanced attitude, with a resilient spirit and a willingness to be part of a high-performance team.
Bonus points if you have:
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Solid experience in global or multinational companies, ideally in consultancy firms or in high-demand environments.
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Experience supporting leadership.
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Knowledge of CRM usage, reporting, control and data analysis
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Knowledge of collaborative tools and a good level of AI literacy (CRM, SharePoint, Adobe Cloud, Microsoft 365, prompting, etc.).
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Skills in continuous improvement and process optimization.
How to apply for this vacancy?
To apply for this vacancy, register your updated CV and a cover letter in English.
Why Arup?
At Arup, we believe in investing in our people and supporting their growth from day one. As a trust-owned company, we're driven by our purpose and values, creating a collaborative and rewarding environment for our employees.
Benefits that work for you:
- Professional Growth & Development: Benefit from continuous learning opportunities, training programs, and mentorship to enhance your skills and advance your career at Arup.
- Global Opportunities: Collaborate with colleagues worldwide and explore potential short-term or long-term assignments at other Arup offices and project locations.
- Financial Well-being & Ownership: Receive a competitive salary and benefits package and share in Arup's success through our global profit-sharing programme.
- Work-Life Balance: We offer a hybrid working model and flexible working arrangements to support work-life balance.
- Well-being and Culture: Access to a range of well-being programs, including sports subsidies, social activities, and initiatives promoting a healthy work-life balance. We foster a diverse and inclusive culture where everyone feels welcome, respected, and valued.
Arup is recognized as one of the best companies to work for in Spain in 2025 by Actualidad Económica and Forbes magazine, thanks to our flexibility policies. We also adhere to the Code of Principles of Generational Diversity, committing to equal opportunities regardless of age.
At Arup, you belong to an extraordinary collective where individuality is encouraged. Our strength comes from how we respect, share, and connect our diverse experiences, perspectives, and ideas. You’ll have the opportunity to do socially useful work that has meaning—to Arup, to your career, and to the clients and communities we serve.
We are proud to be an equal opportunity employer and are committed to building a workplace that reflects the rich diversity of the world around us. We actively promote a culture of inclusion where everyone feels welcome, respected, and valued.
We welcome applications from talented individuals of all backgrounds, regardless of age (within legal limits), gender identity or expression, disability, ethnicity, religion, sexual orientation, or any other protected characteristic. We are committed to making our recruitment process and workplaces accessible. If you need any assistance or adjustments, please contact [email protected]. We're here to support you.
Do you want to join us in shaping a better world?
