Administrative Assistant/Office Assistant

Job Description

Administrative / Office Assistant

Irvine, CA

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 / Office Assistant?

If this sounds like you, or you’re curious to learn more, then this role could be the perfect opportunity. Join our team as our new Administrative Assistant and work with us to close the gap to a sustainable future.

Your new role

As our new Administrative / Office Assistant, you will

The primary function of this administrative / office 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

About You

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 mid-level to senior level administrative support.
• BA / BS degree or equivalent preferred, but not required, can may be substituted / considered in lieu of 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 minimal 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.

What we can offer you

• Commitment to your development
• Leaders guided by our Leadership Principles
• A culture that welcomes you as the unique person you are
• Inspiration from colleagues, clients, and projects
• The long-term thinking of a foundation-owned company

Ready to join us?

Please submit your application with your up-to-date CV. We invite diversity in all its forms and encourage applicants from all groups to apply.

Equality, Diversity, and Inclusion

Equality, diversity, and inclusion are at the heart of what we do. At Ramboll, we believe that diversity is a strength and that different experiences and perspectives are essential to creating truly sustainable societies.

We are committed to providing an inclusive and supportive work environment where everyone is able to flourish and reach their potential.

We also know how important it is to achieve the right balance of where, when, and how much you work. At Ramboll, we offer flexibility as part of our positive and inclusive approach to work.

We invite applications from candidates of all backgrounds, regardless of age, disability or medical condition, gender identity, marriage and domestic partnership, pregnancy and maternity, race, ancestry, or national origin, religion or belief, sex and sexual orientation, military service and veteran status, or any other protected characteristic.

Ramboll wants to ensure opportunities are accessible to candidates with disabilities. So, please let us know if there are any changes we could make to the application process to make it more comfortable for you.

Work at the heart of sustainable change with Ramboll in the Americas

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.

Welcome to our Environment & Health division

Ramboll develops innovative, scientifically sound solutions that help increase livability by reducing pollution and restoring natural environments.

One of the world’s leading environmental and health consultancies, our bright minds are trusted by clients to manage their most challenging environmental, health and social issues.

Ramboll in Americas

Ramboll has 2,000 experts working across 72 offices in the Americas applying their passion to deliver innovative solutions within Environment & Health, Water, Energy and Planning & Urban Design.

Founded in Denmark, Ramboll is a people company. We invite you to contribute to a sustainable future working in an open, collaborative and empowering culture.

Salary Transparency Statement

At Ramboll, your base pay is only part of your overall total compensation package. At the time of this posting, this role is likely to be compensated at an annual base salary between $60,000 and $70,000.

Actual pay may be more or less than the posted range, depending on numerous factors, including experience, geographical location, internal equity, market conditions, education / training and skill level, and does not include bonuses, overtime, or other forms of compensation or benefits.

Additional Information

All your information will be kept confidential according to EEO guidelines.