Administrative Assistant

About Ramboll

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. 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, delivering innovative solutions across Environment & Health, Water, Energy, and Planning & Urban Design.

This is a 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.

Your New Role: Administrative Assistant

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.

Key Responsibilities

• Formatting and quality controlling of client deliverables
• Proposal support: Translate Request for Proposal (RFP) requirements into action items, collaborate effectively with Managers/technical staff, responsible for formatting, quality controlling, and assembling final PDF for submittal
• Create and maintain opportunities in CRM platform: Includes submitting contracts for legal review, checking for open tasks in the PI Tool, maintaining tender documents in CRM SharePoint files, and 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

Qualifications: About You

• Minimum 5 years’ experience in relevant administrative support
• BA/BS degree preferred, but not required; years of experience can be substituted for a 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, with a knack for understanding procedures and logistics
• Strong skills in time management, prioritizing tasks, and meeting critical deadlines
• Professional, mature, polished demeanor
• Excellent interpersonal and communication skills required
• Prior experience with RFPs and proposal coordination a plus

Technical Skills

• 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, PowerPoint
• 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 a focus on format as well as spelling and grammar

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
• 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

• Must be self-motivated, multi-tasked, able to 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 Ramboll 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 colleagues, clients, and projects
• The long-term thinking of a foundation-owned company

Ramboll is committed to equal employment opportunity and wants to ensure opportunities are accessible to candidates with disabilities. Please contact job.advert.accessibility@ramboll.com with any requests for changes to the application process.

Key skills/competency

• Administrative Support
• Proposal Coordination
• Document Formatting
• Microsoft Office Suite
• Adobe Acrobat
• Time Management
• Organizational Skills
• Communication
• Project Support
• CRM Management