Administrative Assistant/Word Processor - Technical

Ramboll is a leading scientific environmental engineering consulting firm providing a broad range of technical services to both public and private sector clients (see www.ramboll.com).

Ramboll has an immediate opening for an Administrative Assistant-Word Processor in its Downtown Los Angeles, CA office.  The Administrative Assistant will be responsible for performing diverse administrative tasks. 

Duties and Responsibilities:

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.  Typical responsibilities will include but are not limited to the following:

  • 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;
  • Webcast, Meeting, & Conference Setup;
  • Employee and/or Client Event Planning;
  • Catering Coordination;
  • Office Facilities & Security maintenance and coordination with Building Property Manager;
  • Availability to commute and provide support to Orange County Office on occasion, as needed;
  • Recruiting administrative support and candidate interview coordination;
  • Coordinate travel arrangements; and
  • Maintain Principal contacts and calendar.

Qualifications

  • Minimum 3 years’ experience entry-level to senior level administrative support.
  • AA degree or equivalent preferred, HS Diploma/GED required.
  • Self-starter, quickly grasp issues, and attend to details while keeping the big picture in mind.
  • Expert at juggling multiple projects and tasks.
  • 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.

Technical Skills

  • 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 and staff timesheets and 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.

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.
  • Familiar with handling of large data and document management systems.
  • Comfortable working alone or 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.

Communication & Support Skills

  • Accustomed to working 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, have the ability to meet deadlines, and work with all levels of technical and administrative staff.
  • Excellent interpersonal skills required.

Ramboll is an equal opportunity employer of minorities, females, protected veterans, and individuals with disabilities.

Ostateczny termin 2019-01-30
Miejsce pracy Los Angeles, CA

Ramboll Polska Sp. z o.o.

Ramboll Polska Sp. z o.o.
ul. Bitwy Warszawskiej 1920 r. 7
02-366 Warszawa
KRS: 0000029189 | NIP: 526-02-06-652 | REGON: 002202297
Tel:+48 22 372 0050
Fax:+48 22 372 0080

Mail: rpl-biuro@ramboll.com