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.

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.

• 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
• Maintain Principal contacts and calendar

• 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

• Advanced Microsoft Word skills, including the use of styles
• Proficient in Microsoft Excel, Outlook, Power Point
• 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

• 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

• 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 scheduling of office activities, including travel arrangements, internal business meetings, guest and client travel and accommodations, and business appointments
• The ability to take ownership and work independently with minimal supervision and direction
• Ability to take instruction from multiple sources and establish priorities
• Must be self-motivated, multi-tasked, can meet deadlines, and work with all levels of technical and administrative staff

• What we can offer you

• Interesting and diverse projects
• Generous Paid Time Off
• Excellent health and retirement benefits
• Investment in your development
• Leaders you can count on, guided by our Leadership Principles
• Appreciation for the unique person you are
• The long-term thinking of a foundation-owned company
• Inspiration from…