Arlington, VA Hybrid (3+ days per week in office; must be flexible for additional office time as needed) Are you eager to develop your excellence in an inclusive, collaborative, and empowering community? Are you excited about joining a company that strives to make a difference – for its employees, clients, and society? Ramboll is a global company with a dynamic and diverse health sciences practice. We support and encourage your professional development and invite you to join our team!
Job Description The primary function of this Executive Assistant is to provide quality and timely administrative support to the Managing Director for the Americas as well as other leaders supporting the Americas region. From time to time, this position may assist with general office administrative duties as a back up to the Office Manager in the Arlington, VA office. Typical responsibilities of this role will include but are not limited to the following:
Schedule and organize routine virtual meetings as well as complex activities such as in-person meetings, travel, and group hotel reservations, etc. Manage the Americas travel program in coordination with Global/Corporate travel team and external vendors (e.g., American Express). Handle confidential and non-routine information Work independently and within a team on special, non-recurring and ongoing projects. Act as a project lead for special projects, at the request of the Managing Director or other leaders, which may include, but not limited to: planning and coordinating multiple presentations, disseminating information, and organizing events Maintain calendar and organize meetings on behalf of the Managing Director and other members of the Americas Leadership Team (ALT) Create and maintain meeting agendas and notes and follow up on various activities and action items following Process expense reports Prepare and order marketing/promotional materials Create, organize and maintain Teams sites Produce and run internal/external virtual meetings (Teams Live or other site) Create and edit PowerPoint presentations Print and bind presentation materials, RFPs, etc. Type and bind general correspondence, memos, charts, tables, graphs, proposal formats, etc. Organize and maintain filing/administrative systems Collaborate with administrative staff across the company (including globally) General Office Duties May answer calls from the main line and direct to appropriate individuals Greet and direct guests Sort and distribute mail and FedEx Help coordinate in-house meetings and events Monitor the appearance and overall cleanliness and professionalism of the office Administer routine office operations, such as ordering/stocking supplies Serves on local office social committee, planning and organizing employee activities Qualifications ABOUT YOU Required Skills: Minimum 7 years' experience providing administrative support to executives. BS degree preferred, AA required Self-starter, fast learner, and impeccable attention to detail Expert at prioritizing multiple projects and tasks Extremely organized with a knack for understanding procedures and logistics Strong time management skills with ability to consistently meet critical deadlines Exposure to sensitive information will necessitate considerable use of tact, diplomacy, discretion, and judgement Must be available to work overtime on occasion Technical Skills Advanced Microsoft Word, Excel, PowerPoint, Outlook and Teams skills (included Teams Live) Strong digital proficiency with a variety of Microsoft and other tools: SharePoint, Power BI, Viva Engage Proficient in Adobe Acrobat Experienced in compiling data, preparing expense reports timesheets and designing forms Keen eye for detail and accuracy Accustomed to working with technical vocabularies from a variety of fields Experienced conducting Internet web searches and research projects Organization & Time Management Skills Produce quality work even when under pressure and time constraints Demonstrated ability to handle multiple priorities with effective time management Accustomed to re-prioritizing, as necessary, to accommodate changing projects and assignments Comfortable working alone or collaborating in large and small teams to produce quality work Coordinate assigned work with designated project guidelines Demonstrate a positive approach to job challenges Excellent problem-solver, quick learner and open attitude to diverse tasks Proactive in thought and action The ability to take ownership and work independently with minimal supervision and direction. Communication & Support Skills Must demonstrate strong professional acumen, integrity and sound ethical judgement Accustomed to working with clients, the legal community, regulatory agencies, real estate entities, high level Executives, and others Experienced at managing complex report preparation, multimedia presentations, and video conferencing Preparation and scheduling office activities, including travel arrangements, internal and offsite business meetings, travel and accommodations, and business appointments Ability to take instruction from multiple sources and establish priorities Must be self-motivated, multitasker, have the ability to meet deadlines, and work with all levels of technical and administrative staff Team player Physical Demands: Required to sit for long periods of time. Infrequent light physical effort required. What we can offer you Interesting and diverse projects The opportunity to work with some of the best and brightest professionals in your field Flexible work arrangements Generous Paid Time Off Excellent health and retirement benefits Investment in your career development Inspiration from colleagues, clients, and projects Additional Information An equal opportunity employer Equality, diversity, and inclusion is 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 invite applications from candidates of all backgrounds, regardless of age, disability or medical condition, gender identity, marriage and domestic partnership, pregnancy and maternity, race, ancestry, or national origin, religion or belief, sex and sexual orientation, military service and veteran status, or any other protected characteristic. Ramboll wants to ensure opportunities are accessible to candidates with disabilities. Please reach out to our recruitment t0 our recruitment team to discuss any adjustments that you might require during the application process.
All your information will be kept confidential according to EEO guidelines.
