Administrative Professional

3 weeks ago

Irvine, United States Ramboll Full time

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

**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;
- 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.
- Excellent problem-solver, quick learner and open attitude to diverse tasks.
- Proactive in thought and action.

**Communication & Support Skills**
- Accustomed to working 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 mínimal supervision and direction.
- Ability to take instruction from multiple sources and establish priorities.
- Must be self-motivated, multi-tasked, have the ability to meet deadlines, and work with all levels of technical and administrative staff.
- Excellent interpersonal skills required.

**Welcome to our Environmen

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