Executive Admin

Arcadis is the worlds leading company delivering sustainable design engineering and consultancy solutions for natural and built assets.

We are more than 34000 people in over 30 countries dedicated toimproving quality of life. Everyone has an important role to play. With the power of many curious minds together we can solve the worlds most complex challenges and deliver more impact together.

Role description:

The Executive Administrator provides high-quality administrative and operational support to leaders and/or business teams ensuring efficient day-to-day operations. The role is responsible for managing calendars coordinating meetings arranging travel processing expenses maintaining trackers supporting team activities and delivering timely administrative assistance across a range of business processes.

The successful candidate will be highly organised detail-oriented customer-focused and capable of managing multiple tasks while maintaining a high level of accuracy and professionalism.

Role accountabilities:

• Provide administrative support to assigned leaders and/or business teams.
• Manage calendars schedule meetings coordinate invitations and resolve diary conflicts.
• Support inbox management monitor shared mailboxes prioritise requests and ensure timely follow-up on actions.
• Draft format and proofread documents reports presentations and correspondence.

• Organise internal and external meetings including room bookings catering technology setup and meeting logistics.
• Prepare agendas meeting packs action logs and meeting minutes where required.
• Track actions and follow up with stakeholders to ensure completion.
• Support team engagement activities town halls workshops leadership visits and team events.

• Arrange domestic and international travel bookings including flights accommodation ground transportation and itineraries.
• Coordinate visa documentation and travel-related requirements where applicable.
• Prepare and process expense claims and reimbursement requests in accordance with company policies.
• Maintain travel and expense trackers and ensure supporting documentation is retained.

• Maintain and update team trackers action logs resource plans holiday trackers onboarding trackers and operational dashboards.
• Support data gathering reporting and routine business updates.
• Assist in preparing management reports and presentations using Excel and PowerPoint.
• Ensure trackers and records remain accurate and up to date.

• Maintain organised filing systems and documentation repositories.
• Upload manage and maintain documents within SharePoint and other internal systems.
• Ensure information is accessible current and compliant with company standards.

• Raise purchase orders and support procurement activities.
• Process invoices and maintain records of approvals and payments.
• Liaise with Finance and Procurement teams to resolve administrative queries.
• Support budget tracking and financial administration activities as required.

• Coordinate onboarding activities for new starters including equipment requests induction schedules and access requirements.
• Support offboarding and employee lifecycle administration.
• Assist with resource planning and administrative coordination across the team.
• Provide general support to team members to ensure smooth business operations.

• Prioritise workload effectively and meet agreed service levels and deadlines.
• Maintain confidentiality when handling sensitive information.
• Support continuous improvement of administrative processes and ways of working.
• Undertake additional administrative duties as required by leadership.

Qualifications & Experience:

• Previous experience in an Administrative Assistant Executive Administrator Team Assistant or similar support role is preferable.
• Strong organisational and time management skills.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Outlook Excel PowerPoint Word Teams and SharePoint.
• Experience managing calendars travel bookings expenses and meeting coordination.
• Ability to manage multiple priorities in a fast-paced environment.
• Attention to detail and commitment to accuracy.
• Professional and customer-focused approach.

Why Arcadis

We can only achieve our goals when everyone is empowered to be their best. We believe everyones contribution matters. Its why we are pioneering a skills-based approach where you can harness your unique experience and expertise to carve your career path and maximize the impact we can make together.

Youll do meaningful work and no matter what role youll be helping to deliver sustainable solutions for a more prosperous planet. Make your mark on your career your colleagues your clients your life and the world around you.

Together we can create a lasting legacy.

Join Arcadis. Create a Legacy.

Our Commitment to Equality Diversity Inclusion & Belonging

We want you to be able to bring your best self to work every day which is why equality and inclusion is at the forefront of all our activities. Our ambition is to be an employer of choice and provide a great place to work for all our people. We are an equal opportunity employer; women minorities and people with disabilities are strongly encouraged to apply. We are dedicated to a policy of non-discrimination in employment on any basis including race caste creed colour religion sex age disability marital status sexual orientation and gender identity.

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