Executive Assistant

Overview

Provide executive support to Head of Digital Design & Production & Digital Product Engineering.

Key Responsibilities

• planner board
• data insights
• meeting coordination
• presentation prep
• strategic docs
• executive support

Tasks

-Manage the planner board, oversee meeting cadences, follow up on discussions, and ensure consistent alignment across initiatives. -Prioritize and manage competing tasks, ensuring timely and high-quality delivery under dynamic conditions and tight deadlines. -Contribute to people and culture initiatives, supporting HR processes such as onboarding, offboarding, and performance reviews while promoting engagement and alignment with Ramboll Tech’s values. -Drive collaboration across Pods, Chapters, and cross-functional teams, promoting a culture of shared ownership and collective progress. -Prepare and deliver impactful presentations for key meetings on governance, unified production environments, and other strategic topics. -Act as the central communication bridge between the Digital Product Engineering (DPE) and Digital Design & Production (DD&P) divisions, ensuring unified messaging and collaboration. -Serve as the DD&P Data Insights Coordinator, consolidating and interpreting operational data to enable data-driven decision-making. -Drive strategic documentation, including the preparation of agendas, MoMs, action logs, OKRs, organizational structures, role definitions, and other key strategic materials. -Manage the planner board and maintain oversight of meeting cadences, enabling consistent alignment across projects and initiatives. -Lead the preparation of agendas, MoMs, action logs, OKRs, and other strategic governance materials to ensure operational transparency and accountability. -Manage key operational frameworks that support consistent, organized, and efficient execution across teams. -Oversee administrative responsibilities, such as managing appointments, preparing correspondence, arranging itineraries, and organizing documents for meetings. -Provide high-level executive assistance to the Director, managing complex calendars, priorities, and deliverables to ensure strategic focus and efficient use of time. -Coordinate data insights and enable data-driven decision-making as the DD&P Data Insights Coordinator. -Champion internal communications and cultural activities that strengthen team identity and collaboration. -Lead and support division-wide meetings and initiatives, ensuring alignment with established Ways of Working and strategic objectives. -Support people initiatives, including onboarding, offboarding, and performance review processes, fostering engagement and alignment with Ramboll’s values. -Ensure timely and high-quality delivery of competing tasks under dynamic conditions and tight deadlines. -Support the rollout of division-wide initiatives, ensuring alignment with Ramboll Tech’s Ways of Working and strategic objectives. -Prepare and deliver presentations for meetings on key topics such as governance and the unified production environment, demonstrating strong communication and organizational skills. -Contribute to continuous improvement by identifying opportunities to streamline workflows and enhance digital collaboration practices. -Oversee a wide range of administrative and logistical activities, including appointment scheduling, correspondence, document preparation, and travel arrangements. -Act as the central point of contact for cross-functional coordination, fostering collaboration across multiple teams and divisions. -Plan and manage the Director’s schedule, ensuring priorities are respected and commitments are effectively coordinated. -Facilitate communication between the Digital Product Engineering (DPE) and Digital Design & Production (DD&P) divisions through effective communication plans and consistent messaging. -Support teams across Pods and Chapters, providing operational and strategic assistance as directed by the Director. -Collaborate with teams to maintain accurate records, dashboards, and progress tracking systems that inform strategic and operational discussions. -Support the Director in driving strategic initiatives and organizational priorities through clear communication, structured planning, and proactive coordination. -Coordinate and facilitate meetings, including agenda planning, minute-taking, and action tracking to ensure effective execution and accountability. -Coordinate and facilitate meetings, ensuring agendas are focused, minutes are accurate, and action items are clearly tracked and followed up.

Requirements

• microsoft 365
• reporting
• 5+ years
• english
• analytical
• stakeholder

What You Bring

-Exceptional ability to prioritize multiple tasks seamlessly with excellent attention to detail. -Self-motivated with the ability to work independently, take initiative, and contribute value. -Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment. -Highly resourceful team-player capable of working effectively independently. -Proficient with reporting tools and skilled in creating impactful PowerPoint presentations. -Experience and interest in both internal and external communications. -Proficiency in Microsoft 365 (Outlook, Word, Excel, PowerPoint and Teams). -Demonstrate a high level of confidentiality, discretion, and professionalism when handling sensitive or proprietary information related to projects, stakeholders, and organizational matters. -Professional fluency in English. -Strong analytical skills, with the ability to research, manage stakeholders, forecast trends, and handle multiple tasks effectively. -5+ years of experience supporting directors, preferably within project management, digital transformation, digital design processes, and production environments or related fields within a complex global organization. -Ability to convert data into actionable information and derive trends and decisions from it. -Ability to build strong relationships with stakeholders, including team members, GBA representatives, directors and senior executives.

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About Ramboll

-Evolved from a Nordic firm into a multinational player with offices in over 35 countries. -Renowned for landmark infrastructure: Öresund Bridge, Great Belt Bridge, Copenhagen Opera House, Tate Modern extension. -Offers multidisciplinary services spanning structural design, geotechnical, HVAC, traffic, environmental and digital engineering. -Typical projects include urban transport systems, cultural icons, energy plants, water infrastructure and environmental assessments. -Unusual engagements: projects in Antarctica and immersive tunnels like Fehmarn Belt. -Owned by an independent foundation, enabling long-term investment in innovation and reinvestment into the firm.

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