Executive Assistant

Executive Assistant

London, UK or Bristol/Southampton with regular travel to London

Do you enjoy building relationships with stakeholders across a global business? Do you thrive in a dynamic environment with varied duties and responsibilities across our Executive organisation?

If this sounds like you, or you’re curious to learn more, then this role could be the perfect opportunity. Join our Shared Services department as our new Executive Assistant and work with us to close the gap to a sustainable future.

Your new role

As our new Executive Assistant, your duties will be varied; from diary management, expenses, liaising with colleagues and clients globally on a daily basis. The ideal candidate will possess extensive experience in supporting more than two senior managers at Executive level within an international organisation and will have a proven ability to ensure the smooth running of team-wide support.

Your key responsibilities will be:

1. Extensive and complex diary management across multiple time zones. Coordination of meetings including preparation of all meeting documentation. Minute and noting of actions and demonstrating responsibility in seeing that actions are completed to an agreed timeframe.
2. Collation of regular monthly information to support specific activity (e.g. agenda items for Senior Management Team meetings, business highlights for board reporting etc).
3. International travel booking to include flights, hotels, and visa applications.
4. Liaising with internal global assistants regarding travel, meetings, and events.
5. Liaising with client C-Suite contacts to arrange meetings and workshops ensuring a high standard of communication always.
6. Acting as the main point of contact for the UK Leadership Team.
7. Event coordination (internal and external) and attendance where required.
8. Managing tasks and queries on behalf of the Director(s) with the ability to establish priorities based on understanding of the business and strategy.
9. Preparing monthly and quarterly reports and presentations in line with Ramboll templates.
10. Editing and proof documents, ensuring quality and consistency in terms of formatting and brand guidelines.
11. Preparing and distributing of communications.
12. Traveling to other offices/venues may be required as necessary, for meetings and staff conferences/roadshows.
13. Excellent knowledge of Microsoft Office (Advanced level knowledge of Word, Outlook, Teams, and PowerPoint, intermediate knowledge of Excel and with an ability to become familiar with firm-specific programs and software (e.g. OneDrive, SharePoint).
14. Demonstrable experience of In-Design.
15. Prepare financial reports, work with relevant teams to develop Power BI dashboards ensuring real-time statistics.

About you

This role is very visible within the organisation and as such requires an Executive Assistant who is extremely personable and proactive. They must be comfortable working in a team environment and be flexible. As a trusted partner of the senior executives, the maintenance of confidentiality and discretion at all times is essential. Developing knowledge across all Markets of the UK business will be vital.

1. Extensive experience working as an Executive Assistant with experience at C-level. Ideally to include London experience.
2. Professional and dedicated work ethic.
3. Independent and proactive worker.
4. Ability to prioritise workloads.
5. Possess professional written and verbal communication skills.
6. Degree level education or equivalent experience preferred.

What we can offer you

1. Commitment to your development.
2. Leaders guided by our Leadership Principles.
3. A culture that welcomes you as the unique person you are.
4. Inspiration from colleagues, clients, and projects.
5. The long-term thinking of a foundation-owned company.
6. Flexible work environment.
7. Matched pension contribution.
8. Private medical cover and life assurance.

Ready to join us?

Please submit your application with your up-to-date CV. We invite diversity in all its forms and encourage applicants from all groups to apply.

“We recognise that some candidates only apply when they tick every box. However, passion and potential often outweigh a perfect resume and Ramboll’s supportive learning culture can help you grow. So if this role resonates with you but you don't meet all the requirements, we encourage you to apply. You might be the perfect fit for this opportunity or another within our team.”

Deadline: 12 February 2025

Thank you for taking the time to apply! We look forward to receiving your application.

Work at the heart of sustainable change with Ramboll in the United Kingdom and Ireland

Ramboll is a global architecture, engineering, and consultancy company. As a foundation-owned people company, founded in Denmark, we believe that the purpose of sustainable change is to create a thriving world for both nature and people. So, that’s where we start – and how we work. Our history is rooted in a clear vision of how a responsible company should act and being open and curious is a cornerstone of our culture. Ramboll in the United Kingdom and Ireland has a proven track record of sustainable and responsible business and is a top ten engineering and environmental and sustainability consultancy in the UK, with more than 1,500 employees across 16 offices. Ramboll experts deliver innovative solutions across Buildings, Transport, Environment & Health, and Energy. In 2024, Ramboll was included in the Sunday Times’ list of Best Places to Work.

Equality, Diversity, and Inclusion

Equality, diversity, and inclusion are at the heart of what we do. At Ramboll, we believe that diversity is a strength and that different experiences and perspectives are essential to creating truly sustainable societies. We are committed to providing an inclusive and supportive work environment where everyone is able to flourish and reach their potential. We also know how important it is to achieve the right balance of where, when, and how much you work. As a company, Ramboll recognises the importance of having a good work/life balance, both in terms of individual well-being and its positive impact with respect to the engagement and retention of our employees. We aim to support all employees to achieve a work/life balance which enables them to work in a supported manner while having the time to achieve personal aspects of their life outside of work. We invite applications from candidates of all backgrounds and characteristics. As a Disability Confident Committed employer, Ramboll ensures opportunities are accessible to candidates with disabilities. Please let us know if there are any changes we could make to the application process to make it more comfortable for you. You can contact us at job.advert.accessibility@ramboll.com with such requests.