Administrative Professional/Project Assistant-Technical

Ramboll•Los Angeles, CA

About The Position

Ramboll has an immediate opening for an Administrative Professional/Project Assistant-Technical in its Los Angeles, CA office. The Administrative Assistant will be responsible for performing diverse administrative tasks in a fast paced, ever-changing environment. As our new Administrative Professional/Project Assistant-Technical, your typical responsibilities will include but are not limited to the following:

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. Confidential
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.

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
Maintain Principal contacts and calendar