Administrative Professional/Project Assistant

Ramboll • Oakland, CA

1d • $66,645 - $83,306 • Hybrid

About The 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.

Requirements

• Minimum 5 years’ experience in relevant 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, 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 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

Nice To Haves

• BA/BS degree preferred, but not required; years of experience can be substituted for degree
• Prior experience with RFPs and proposal coordination a plus

Responsibilities

• Formatting and QCing of client deliverables
• 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

Benefits

• 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

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level