Executive Assistant

We are looking for a proactive and organised Executive Assistant to support our Head of Digital Design
& Production and Digital Product Engineering. In 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; that's 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 we're 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 Director’s 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 Tech’s 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.

3.Cross-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 Tech’s 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 Ramboll’s 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.