Executive PA to Directors | Scheduling & Travel in Bristol

Arup’s purpose, shared values and collaborative approach has set us apart for 80 years, guiding how we shape a better world. We are seeking an experienced Personal Assistant in our Bristol office to support multiple Directors. This is a high-impact role at the heart of the team, shaping how we operate and how we work with our clients. As the go-to person, you will keep things moving, support colleagues to deliver high-quality outputs, and ensure day-to-day operations run smoothly. You will enable effective leadership through smart organisation, clear communication, and a proactive mindset, in an inclusive and collaborative environment.

The Opportunity

In this role, you will provide high-quality Personal Assistant support to multiple Directors, helping them manage their time effectively and enabling their work to run smoothly. This will include coordinating meeting schedules across different diaries, proposing suitable times, booking rooms, sending invitations, and adapting plans as priorities change. You will also organise and support recurring meetings and forums, such as technical catch‑ups, ensuring the right people are involved and that sessions are well coordinated. You will work closely with a wide range of internal and external stakeholders on behalf of the Directors, arranging introductions and meetings and helping maintain strong professional relationships. This will include liaising with partner organisations, coordinating joint or ad‑hoc sessions, and arranging external meetings while balancing availability, deadlines, and practical constraints. You will also manage travel bookings and support executive visits by preparing and maintaining clear, up‑to‑date agendas. A key part of the role involves coordinating logistics so that meetings and events run smoothly for all Directors. You will book rooms, organise catering, and support the delivery of both internal and external events, including seating plans or on‑the‑day coordination where needed. You will research and suggest suitable venues for meetings or team events, sharing clear options to support informed decision‑making. You will also provide support during busy recruitment periods by coordinating interview schedules across directorates. In addition, you will support the onboarding of new starters by arranging induction meetings and helping establish regular check‑ins. To ensure continuity, you will proactively arrange cover during periods of absence so that Directors always have a clear and reliable point of contact.

At Arup, you belong to an extraordinary collective – in which we encourage individuality to thrive. Our strength comes from how we respect, share and connect our diverse experiences, perspectives and ideas. You will have the opportunity to do socially useful work that has meaning – to Arup, to your career, to our members and to the clients and communities we serve.

Is this role right for you?

We Are Looking For Someone Who:

• Has proven experience providing high‑quality PA support, including supporting multiple Directors in a fast‑paced environment.
• Has strong organisational skills with excellent knowledge of office administration and the ability to manage competing priorities and tight deadlines.
• Is a confident and effective communicator, able to build strong relationships, influence appropriately, and work with people at all levels.
• Is calm, resilient, and professional under pressure, with strong interpersonal skills, sound judgement, and emotional intelligence.
• Is comfortable using a range of digital tools and systems, with the flexibility and adaptability to respond to changing demands.
• Is comfortable interacting with guests and joint venture partners and can genuinely represent us with a smile and friendly approach.

What We Offer You

At Arup, we care about each member’s success, so we can grow together. Guided by our values, we provide an attractive total reward package that recognises the contribution of each of our members to our shared success. As well as competitive, fair and equitable pay, we offer a career in which all of our members can belong, grow and thrive – through benefits that support health and wellbeing, a wide range of learning opportunities and many possibilities to have an impact through the work they do. We are owned in trust on behalf of our members, giving us the freedom, with personal responsibility, to set our own direction and choose work that aligns with our purpose and adds to Arup’s legacy. Our members collaborate on ambitious projects to deliver remarkable outcomes for our clients and communities. Profit Share is a key part of our reward, enabling members to share in the results of our collective efforts. We also provide Private medical insurance, Life assurance, Accident insurance and Income protection cover. In addition, you’ll have access to flexible benefits to help you look after all aspects of your wellbeing and give you the freedom and flexibility to find the best solutions for you, your family, and your individual needs.

Different people, shared values

Arup is an equal opportunity employer that actively promotes and nurtures a diverse and inclusive workforce. We welcome applications from individuals of all backgrounds, regardless of age (within legal limits), gender identity or expression, marital status, disability, neurotype or mental health, race or ethnicity, faith or belief, sexual orientation, socioeconomic background, and whether you’re pregnant or on family leave. We are an open environment that embraces diverse experiences, perspectives, and ideas – this drives our excellence. Guided by our values and alignment with the UN Sustainable Development Goals, we create and contribute to equitable spaces and systems, while cultivating a sense of belonging for all. Our internal employee networks support our inclusive culture: from race, ethnicity and cross‑cultural working to gender equity and LGBTQ+ and disability inclusion – we aim to create a space for you to express yourself and make a positive difference.

We are committed to making our recruitment process and workplaces accessible to all candidates. Please contact us to let us know if you need any assistance or reasonable adjustments throughout your application or interview process, and/or to perform the essential functions of the role. We will do everything we can to support you.