Administrative Professional​/Project Assistant

Overview

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. 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.

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.

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

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

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

• 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, Power Point
• 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

• 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

• 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

What we can offer you

• Investment in your development
• Leaders you can count on, guided by our Leadership Principles
• Being valued for the unique person you are
• Never being short of inspiration from…