Administrative/Project Assistant

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 is a leading scientific environmental consulting firm providing a broad range of technical services to both public and private sector clients. As our new Administrative Assistant, we invite you to bring your keen eye for detail as you support the office. To succeed in this role you must have a passion for precision and a collaborative spirit. Are you our new Administrative Assistant? 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 strive 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.

Duties and Responsibilities:

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;
• 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;
• Webcast, meeting, & 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 Los Angeles Office on occasion, as needed;
• Recruiting administrative support and candidate interview coordination;
• Coordinate travel arrangements;
• Maintain Principal contacts and calendar.

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:

• 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.
• Professional, mature, polished.
• Excellent interpersonal and communication skills required

Qualities that will help you succeed in this role:

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 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.
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