Virtual Assistant/Business Support Administrator

We invite you to bring your experience as a Virtual Assistant/Business Support Administrator into play as you support the Senior Directors with support activities and the wider business with administrative tasks. To succeed in this role, you will be a highly motivated, passionate administrator with experience within the Construction or Engineering sector. Are you our new Virtual Assistant/Business Support Administrator? Click the apply-button to send your application.

Inviting bright minds

Do you want to push the boundaries of your profession and develop your excellence in an open, collaborative and empowering culture? We work to create a sustainable future, and our inspiring projects and innovative solutions aim to set the standard among our peers. You will join a global company that has been growing successfully since its founding in 1945. Together, we lead and leave a positive impact on societies, companies and people around the world.

You will join our Shared Services department

As one of our new Virtual Assistant/Business Support Administrators, your duties will be varied; from diary management, expenses, liaising with colleagues and clients on a daily basis. The ideal candidate will possess extensive experience in supporting several senior managers at a time as well as bringing strong skills as an administrator.

This role is very visible within the organisation and as such requires an individual who is extremely personable and proactive. They must be comfortable working in a team environment and be flexible. The individual will have full support of the UK shared service to assist their directors with the support they need.  Although this is a hybrid role, there is an expectation for you to attend the office a minimum of 2 days per week.

Your key tasks and responsibilities will be:

Virtual Assistant:

• Extensive diary management for up to 8 individuals
• Management of Directors’ inboxes
• Processing expenses
• Coordination of meetings, minute taking and noting of actions
• Domestic & international travel booking to include flights, hotels and visa applications
• Acting as the main point of contact for clients & internal key stakeholders
• Event coordination (internal and external)
• Managing tasks and queries on behalf of the Directors
• Working with the Administration Shared service team for smooth production of documentation for specific projects or tasks

Business Support Administrator:

• Proactively engage with colleagues to fulfil a range of support requests.  Regularly obtain feedback, review processes, and share best practice with team members by promoting a culture of continuous improvement
• Provide a flexible and adaptable approach with the ability to prioritise workload.  Undertake allocated duties and tasks when required to support the effective operation of the shared services team as well as supporting other enabling functions when required such as Workplace Management
• Working from a shared mailbox of requests to provide additional support to the Business Support team, tasks ranging from making payments, formatting documents, travel support, archive queries and completing supplier questionnaires
• Any other duties required to support entire department which may not form part of your documented job description but will add value to the wider team and support the needs of the business, this will include picking up some Location Support tasks in Leeds office, such as ensuring the coffee machine is topped up, welcoming visitors and supporting the needs of the office.

Your starting point for constant growth

From the moment you join Ramboll, we will support your personal and professional development so that you grow with the company. For this role, we believe your starting point is:

• Proven experience working as an Executive Assistant with experience at C-level.
• Professional and dedicated work ethic
• Independent and proactive worker
• Ability to prioritise workloads
• Possess professional written and verbal communication skills
• Good 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 company-specific programs and software (e.g. OneDrive, SharePoint)

Personal qualities that will help you succeed in this role include: Strong attention to detail and methodical in approach to tasks, with an ability to always maintain confidentiality and discretion. Courteous, friendly and tactful. Able to establish rapport easily and able to build relationships at all levels. Accepts accountability for results. Flexible and willing to contribute by helping others, with strong problem solving and decision-making skills.

Welcome to our Support Organisation

In Ramboll’s Support Organisation we take pride in keeping Ramboll running smoothly, enabling bright minds throughout the organisation to focus on their areas of expertise as we tie together all parts of the business. We provide support within areas like Finance, HR, IT, Legal, Communication, Workplace Management and more, coordinating efforts and securing common ground for the development and servicing of clients and markets.

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. At Ramboll, we offer flexibility as part of our positive and inclusive approach to 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 [email protected] with such requests.

All your information will be kept confidential according to EEO guidelines.

How to apply

Apply online. Attach your CV, cover letter and relevant documents showcasing why you are the right fit for the role, and when you are available to start. We look forward to receiving your application.

All your information will be kept confidential according to EEO guidelines.