Administrative Professional

Ramboll•Irvine, CA

1d•$64,404 - $80,505•Hybrid

About The Position

Ramboll has an immediate opening for an Administrative Assistant in its Irvine, CA office. 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.

Requirements

Minimum 5 years’ experience entry-level to senior level administrative support
BA/BS degree or equivalent preferred, but not required, can be substituted for 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
Advanced Microsoft Word skills, including the use of styles
Advanced Microsoft Excel skills
Proficient in Outlook, PowerPoint and Adobe Acrobat Professional
Compile data, 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

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
Common areas stocking and maintenance
Availability to commute and provide support to West Offices on occasion, as needed
Recruiting support, candidate interview coordination
New employee onboarding agenda preparation and coordination
Coordinate travel arrangements
Maintain Principal contacts and calendar