Executive Assistant

We are looking for a proactive and organised Executive Assistant to support our Head of Digital Design
& Production and Digital Product this key position you will play a crucial role in
facilitating effective communication smooth coordination and operational excellence across our digital
teams. Your attention to detail initiative and commitment to promoting collaboration will help drive our
mission to become the leading tech-enabled partner for sustainable change. This position follows a
hybrid working model and involves close coordination with global teams across different time zones.

As an integral part of the Ramboll Tech leadership support team you will manage complex schedules
coordinate meetings prepare strategic documentation and act as a central point of contact between
cross-functional teams. Your ability to handle confidential information prioritise tasks and provide
seamless administrative support will ensure our leaders and teams remain aligned focused and
empowered to achieve their goals. Join us and help shape the future of sustainable digital innovation at
Ramboll Tech.

Your new team
Our team culture is crucial to us; thats why we take time daily to exchange ideas and discuss our work
priorities. We support each other when facing challenges and foster a strong team spirit. We aim to
learn and grow continuously from one another.

We value diversity and although were not perfect we regularly engage in open discussions about how
we can improve in this area. Our current hybrid work approach focuses on adapting to different needs
including increased flexibility that works best for our global teams and individuals with as much
autonomy as possible.

Your new role
As the Executive Assistant to to support our Head of Digital Design & Production and Digital Product
Engineering you will:

• Prepare and deliver presentations for meetings on key topics such as governance and the unified production environment demonstrating strong communication and organizational skills.
• Manage the planner board oversee meeting cadences follow up on discussions and ensure consistent alignment across initiatives.
• Coordinate and facilitate meetings including agenda planning minute-taking and action tracking to ensure effective execution and accountability.
• Oversee administrative responsibilities such as managing appointments preparing  correspondence arranging itineraries and organizing documents for meetings.
• Plan and manage the Directors schedule ensuring priorities are respected and commitments are effectively coordinated.
• Act as the central point of contact for cross-functional coordination fostering collaboration across multiple teams and divisions.
• Facilitate communication between the Digital Product Engineering (DPE) and Digital Design & Production (DD&P) divisions through effective communication plans and consistent messaging.
• Lead and support division-wide meetings and initiatives ensuring alignment with established Ways of Working and strategic objectives.
• Drive strategic documentation including the preparation of agendas MoMs action logs OKRs organizational structures role definitions and other key strategic materials.
• Coordinate data insights and enable data-driven decision-making as the DD&P Data Insights Coordinator.
• Support teams across Pods and Chapters providing operational and strategic assistance as directed by the Director.
• 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 Techs values.

Areas of responsibility
1. Executive & Strategic Support

• Provide high-level executive assistance to the Director managing complex calendars priorities and deliverables to ensure strategic focus and efficient use of time.
• Prepare and deliver impactful presentations for key meetings on governance unified production environments and other strategic topics.
• Support the Director in driving strategic initiatives and organizational priorities through clear communication structured planning and proactive coordination.

2. Meeting & Governance Management

• Coordinate and facilitate meetings ensuring agendas are focused minutes are accurate and action items are clearly tracked and followed up.
• 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.

-Divisional Coordination

• Act as the central communication bridge between the Digital Product Engineering (DPE) and Digital Design & Production (DD&P) divisions ensuring unified messaging and collaboration.
•  Drive collaboration across Pods Chapters and cross-functional teams promoting a culture of shared ownership and collective progress.
• Support the rollout of division-wide initiatives ensuring alignment with Ramboll Techs Ways of Working and strategic objectives.

4. Operational Excellence & Administration

• Oversee a wide range of administrative and logistical activities including appointment scheduling correspondence document preparation and travel arrangements.
• Ensure timely and high-quality delivery of competing tasks under dynamic conditions and tight deadlines.
• Manage key operational frameworks that support consistent organized and efficient execution across teams.

5.  Data Insights & Decision Support

•  Serve as the DD&P Data Insights Coordinator consolidating and interpreting operational data to enable data-driven decision-making.
• Collaborate with teams to maintain accurate records dashboards and progress tracking systems that inform strategic and operational discussions.

6. People Culture & Capability Building

•  Support people initiatives including onboarding offboarding and performance review processes fostering engagement and alignment with Rambolls values.
• Champion internal communications and cultural activities that strengthen team identity and collaboration.
• Contribute to continuous improvement by identifying opportunities to streamline workflows and enhance digital collaboration practices.

Qualifications :

• 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.
• Proficiency in Microsoft 365 (Outlook Word Excel PowerPoint and Teams).
• Exceptional ability to prioritize multiple tasks seamlessly with excellent attention to detail.
• Demonstrate a high level of confidentiality discretion and professionalism when handling sensitive or proprietary information related to projects stakeholders and organizational matters.
• Ability to build strong relationships with stakeholders including team members GBA representatives directors and senior executives.
• 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.
• Experience and interest in both internal and external communications.
• Proficient with reporting tools and skilled in creating impactful PowerPoint presentations.
• Highly resourceful team-player capable of working effectively independently.
• Strong analytical skills with the ability to research manage stakeholders forecast trends and handle multiple tasks effectively.
•  Ability to convert data into actionable information and derive trends and decisions from it.
• Professional fluency in English.

We welcome applicants from diverse backgrounds and encourage you to apply even if you dont meet
every requirement. Your experience creativity and mindset may be the perfect fit.

Additional Information :

Ready to join us
Please submit your application. The deadline for this position is 11th of December 2025. We will be reviewing these on an ongoing basis.
Thank you for taking the time to apply! We look forward to receiving your application.
 

Ramboll Tech
Ramboll Tech accelerates innovation & digital transformation for the entire Ramboll group and directs all AI-related initiatives within the company. This includes collaborating with GBA and enabling functions at Ramboll on their AI and digital journey developing proprietary AI and digital products for Ramboll and our clients following our product life cycle. Ramboll Tech also works on larger technology projects within Ramboll providing world-class Technology Operations. Ramboll Tech currently has over 450 employees globally with strongholds across Nordics Germany the USA and India. We are looking to quickly expand in key areas across Europe and the globe.

Remote Work :

No

Employment Type :

Full-time