Senior Administrative Professional

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

Hybrid-based position in our Novato, Oakland, or San Francisco office.  

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

Your new role

Ramboll has an immediate opening for a Senior Administrative Professional in its Northwest Business unit. The Administrative Assistant will be responsible for performing diverse administrative tasks in a fast-paced, ever changing environment.

Your key responsibilities will be:

The primary function of this administrative assistant is to provide support in the development and production of client deliverables and general administrative assistance to Technical & Administrative Staff. Typical responsibilities will include but are not limited to the following:

• Formatting and QCing of client deliverables
• Proposal support:
  • Translate Request for Proposal (RFP) requirements into action items
  • Collaborate effectively with Managers/technical staff
  • Responsible for formatting, QCing and assembling final PDF for submittal
• Create and maintain opportunities in CRM platform:
  • Includes submitting the contract for legal review
  • Checking for open tasks in the PI Tool and maintaining tender documents in the CRM SharePoint files
  • Converting opportunities to projects
• Work with spreadsheets; import data into MS Word documents
• Assist with employee and/or client meeting/event planning
• Assist with catering coordination
• Assist with Office Facilities-Common areas stocking and maintenance
• Assist staff with travel arrangements as needed

Qualifications

About You

• Minimum 5 years’ experience in relevant administrative support
• BA/BS degree preferred, but not required; years of experience can be substituted for degree
• 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
• Professional, mature, polished
• Excellent interpersonal and communication skills required.
• Prior experience with RFPs and proposal coordination a plus

Technical Skills

• Advanced Microsoft Word skills, including the use of styles, auto Table of Contents and working with tables
• Advanced in Adobe Acrobat Professional
• Proficient in Microsoft Excel, Outlook, PowerPoint
• The ability to work with calendars and resources in Outlook
• Familiar with Microsoft Teams
• Keen eye for detail and accuracy
• Experienced in proofreading lengthy documents with focus on format as well as spelling and grammar

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
• 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

• Must be self-motivated, multi-tasked, can meet deadlines, and work with all levels of technical and administrative staff
• Comfortable working alone and collaborating in large and small teams to produce quality work
• The ability to take ownership and work independently with minimal supervision and direction
• Ability to take instruction from multiple sources and establish and communicate priorities; keep coworkers and administrative team apprised of workload and task progress

Additional Information

What we can offer you

• Investment in your development
• Leaders you can count on, guided by our Leadership Principles
• Being valued f