Administrative Assistant (Part-Time)

Ramboll US Corporation; Houston (TX); On-site; USD 30,000 - 40,000; Part time

Job summary

A leading engineering and consultancy firm in Houston is seeking a part-time Administrative Assistant to provide on-site support for an office of about 20 people. The role entails administrative tasks such as document editing, office management, and event coordination. Candidates should possess strong organizational skills and proficiency in Microsoft Office Suite. This position requires a high school diploma or GED, with preferable business school or associate degree. The deadline for applications is July 31, 2022.

Qualifications

• Previous administrative experience in a professional services environment.
• Intermediate to advanced proficiency with Microsoft Office applications.
• Strong written and verbal communication skills.

Responsibilities

• Provide on-site administrative support for an office of approximately 20 people.
• Prepare meetings including catering coordination and setup.
• Edit and proofread documents using Microsoft Office Suite.

Skills

Organizational skills

Attention to detail

Communication skills

Problem-solving skills

Team player

Education

High school diploma or GED

Business school or Associate's degree

Bachelor's degree

Tools

Microsoft Office Suite

Adobe Acrobat Professional

Microsoft Teams

SharePoint

OneDrive

Job description

Ramboll is a leading engineering, design, and consultancy company founded in 1945. We employ more than 13,000 experts globally and with especially strong representation in the North America, the Continental Europe and the Nordics, UK, Middle East, and Asia-Pacific. With 300 offices in 35 countries, Ramboll combines local experience with a global knowledgebase constantly striving to achieve inspiring and exacting solutions that make a genuine difference to our clients, the end-users, and society at large.

We are seeking a part-time Administrative Assistant for our Houston office (approximately 20 hours per week). The Administrative Assistant position provides day-to-day on-site administrative support for an office of approximately 20 people with multiple teams; typical tasks may include editing and review of technical documents, research, proposals and presentations, general correspondence, general office management (e.g., telephone calls, mail, office supplies, expense reports), plan and coordinate office social and business events, and calendaring as well as other administrative duties as detailed below. This is a part-time position.

Specific Responsibilities

• Answering and directing incoming telephone calls, greeting visitors.
• Meeting preparation including catering coordination and conference room setup.
• Processing incoming/outgoing packages (USPS, FedEx, UPS, etc.).
• Develop, proofread, and edit documents in Microsoft Office Suite which could include general correspondence, memos, reports, technical reports, charts, tables, graphs, proposals, presentations, etc.
• Handle confidential and non-routine information with discretion.
• Maintain inventory of all office and kitchen supplies, replenishing as necessary.
• Point of contact with building property management and maintenance. Coordinate building security passes for new staff and guest badges for visitors.
• Point of contact for office equipment maintenance.
• Work independently and within a team on special and nonrecurring and ongoing projects. Some duties may include disseminating information and organizing events.
• Maintain current electronic and paper filing systems, including implementing document control and retention policies.
• Interact with IT support to solve equipment and software problems.
• Assist ordering of equipment (computers and monitors) for staff and new hires
• Coordinate with HR for new employee orientation to include HR forms and information, IT set-up, and time keeping procedures.
• Other duties in connection with the foregoing.

Requirements

• High school diploma or GED; Business school, Associate's degree, or BA preferred.
• Previous administrative experience, preferably in a professional services environment.
• Strong organizational skills and excellent attention to detail.
• Intermediate to advanced level of proficiency with Microsoft Office Suite, including Excel, Word, PowerPoint, Visio and Outlook, and with collaborative solutions such as Microsoft Teams, SharePoint and OneDrive including but not limited to Word styles, formatting and templates, and comfort in learning new software applications.
• Intermediate to advanced level of proficiency in PDF editing software (e.g., Adobe Acrobat Professional).
• Demonstrate skill in proofreading and editing of technical writing preferred.
• Professional discretion and high ethical standards. Position continually requires demonstrated poise, tact, and diplomacy.
• Good work ethic, timely, proactive, good judgment, reliable and common sense.
• Excellent written, proofreading, verbal, and interpersonal communication skills.
• Ability to communicate effectively with management, internal and external customers, and maintain a high level of customer service and professionalism.
• Ability to take ownership of projects, prioritize, and work independently with minimum supervision.
• Ability to adapt to changing priorities and handle multiple assignments within specified deadlines. Must be able to work in a fast-paced environment with demonstrated ability to juggle multiple competing tasks and demands.
• Exhibit excellent problem-solving skills and be able to take initiative.
• Detail-oriented
• Enjoys working with colleagues, a team player.
• Ability to work overtime, if required.

Physical Demands

You will be required to perform the following physical activities during the performance of the job tasks for this position: climb, maintain balance, stoop, kneel, repetitive motions, crouch, reach, stand, sit for long periods of time (5+ hours), push/pull, lift, and grasp. Occasionally exert up to 10 to 20 pounds of force or lift, carry, push, pull or otherwise move objects.

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

Application deadline : 31st July 2022

Additional Information

All your information will be kept confidential according to EEO guidelines.