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Ramboll · 2 hours ago

Administrative Professional/Project Assistant-Technical

Los Angeles, CA

Full-time

Onsite

Mid, Senior Level

$54K/yr - $68K/yr

5+ years exp

Ramboll is a global architecture, engineering, and consultancy company seeking an Administrative Professional/Project Assistant-Technical for their Los Angeles, CA office. The role involves performing diverse administrative tasks, including formatting client deliverables, organizing project files, and providing support for meetings and events.

Consulting

Culture & Values

No H1B

Responsibilities

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; and

Maintain Principal contacts and calendar

Qualification

Microsoft WordMicrosoft ExcelAdobe Acrobat ProfessionalTime ManagementMulti-taskingDocument ManagementInterpersonal SkillsCommunication Skills

Required

Minimum 5 years' experience entry-level to senior level administrative support

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

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

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