Administrative Professional/Project Assistant-Technical

Company Description

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 Americas has thousands of experts working across more than 70 offices. Ramboll experts deliver innovative solutions across Environment & Health, Water, Energy, and Planning & Urban Design.

Job Description

Applicants must be currently authorized to work in the United States on a full-time basis. No sponsorship is available for this position.

Ramboll has an immediate opening for an Administrative Professional/Project Assistant-Technical in its Los Angeles, CA office. The Administrative Assistant will be responsible for performing diverse administrative tasks in a fast paced, ever-changing environment.

Your new role

As our new Administrative Professional/Project Assistant-Technical, your typical responsibilities will include but are not limited to the following:
▪ Formatting and QCing of client deliverables;
▪ Production of client deliverables, technical reports;
▪ Organization and maintenance of project files;
▪ Create spreadsheets, enter and import data into MS Word documents;
▪ Compose letters and routine correspondence;
▪ Litigation support, indexing, converting documents using OCR;
▪ Preparation of marketing materials;
▪ Database entry of project files;
▪ Project file purging before archival;
▪ Provide Reception support;
▪ Invoice or statement reconciliation
▪ Teams Meetings & conference coordination, maintenance and setup;
▪ Employee and/or client meeting/event planning;
▪ Catering coordination;
▪ Office Facilities-Common areas stocking and maintenance;
▪ Security-Building and parking access coordination & maintenance with building Property
Manager;
▪ Availability to commute and provide support to West Offices on occasion, as needed;
▪ Recruiting support, candidate interview coordination;
▪ New employee onboarding;
▪ Coordinate travel arrangements; and
▪ Maintain Principal contacts and calendar

Qualifications

About you

Minimum 5 years’ experience entry-level to senior level administrative support.
▪ BA/BS degree or equivalent preferred, but not required, can be substituted for years of experience
▪ Self-starter, quickly grasp issues, and attend to details while keeping the big picture in mind.
▪ Strong ability to Multi-task.
▪ Extremely organized and detail-oriented, knack for understanding procedures and logistics.
▪ Strong skills in time management, prioritizing tasks, and meeting critical deadlines.

Confidential▪ Professional, mature, polished.
▪ Excellent interpersonal and communication skills required.

Technical Skills
▪ Advanced Microsoft Word skills, including the use of styles.
▪ Proficient in Microsoft Excel, Outlook, PowerPoint.
▪ Proficient in Adobe Acrobat Professional.
▪ Compile data, prepare expense reports, design staff and office forms.
▪ The ability to work with calendars and resources in Outlook.
▪ Keen eye for detail and accuracy.
▪ Experienced in editing and proofreading lengthy documents with focus on format, spelling,
accuracy, sentence syntax/structure, and grammar.
▪ Accustomed to working with technical vocabularies from a variety of fields.
▪ Experienced in conducting Internet web searches and research projects.

Organization & Time Management Skills
▪ Produce quality work even when under extreme pressure and time constraints.
▪ Grasp complex situations and turn them into manageable tasks.
▪ Accustomed to re-prioritizing, as necessary, to accommodate changing projects and assignments.
▪ Familiar with handling of large data and document management systems.
▪ Comfortable working alone and 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.

Communication & Support Skills
▪ Accustomed to collaborating with clients, the legal community, regulatory agencies, real estate
entities, and others.
▪ Authored professional correspondence to clients and staff.
▪ Experienced at managing complex report preparation, multimedia presentations, and video conferencing.
▪ Preparation and scheduli