Administrative Professional

Purchaseyourfreedom; Irvine (CA); On-site; USD 64,000 - 81,000; Full time

Job summary

Ramboll in Irvine, CA is seeking an Administrative Assistant to support Technical & Administrative Staff in a fast-paced setting. Key duties include formatting client deliverables, producing reports, organizing project files, and coordinating meetings, travel, and onboarding.

Strong MS Word/Excel skills and calendar management are required. The role emphasizes professional communication, organization, and the ability to multitask.

Qualifications

• Minimum 5 years’ experience in administrative support.
• BA/BS degree or equivalent preferred, not required, may be substituted for years of experience
• Strong ability to multi-task and manage time effectively
• Extremely organized with keen attention to detail and logistics
• Excellent interpersonal and communication skills required
• Proficient in calendar management, data entry, and document formatting

Responsibilities

• Format and QC client deliverables.
• Produce client deliverables and technical reports.
• Organize and maintain project files.
• Create spreadsheets and import data into Word documents.
• Compose letters and routine correspondence.
• Coordinate meetings, travel, and events.
• Assist with marketing materials and invoices.
• Onboard new employees and support recruiting activities.
• Support West Offices travel and onsite coverage as needed.
• Maintain principal contacts and calendars.

Skills

Multitasking

Time management

Attention to detail

Professional communication

Independent worker

Education

BA/BS degree preferred

Tools

MS Word

MS Excel

Outlook

PowerPoint

Adobe Acrobat Pro

Job description

Applicants must be currently authorized to work in the United States on a full-time basis. No sponsorship is available for this 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.

Job Description

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;
• 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; and
• Maintain Principal contacts and calendar.

Qualifications

• 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.

Technical Skills

• 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.

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 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.

Communication & Support Skills

• 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.

Additional Information

Ramboll in Americas

Founded in Denmark, Ramboll is a people company that has over 2,000 experts working across more than 60 offices in the Americas applying their passion to deliver innovative solutions across Buildings, Transport, Energy, Environment & Health, Water, Management Consulting, and Architecture and Landscape. As a company, we are committed to reducing our environmental impact, contributing to a cohesive society with equal rights and opportunities for all, and fostering a culture of excellence, enjoyment, and equal opportunities for all our employees. We invite you to contribute to a sustainable future working in an open, collaborative, and empowering culture.

Salary Transparency Statement

At Ramboll, we are committed to fair and transparent compensation practices that support our people and our purpose of creating sustainable societies. The anticipated base salary range for this position is $64,404 to $80,505 yearly. This range reflects the compensation we reasonably expect to offer at the time of posting. Actual compensation will vary based on factors such as location, skills, experience, education, and internal equity. Because we operate across multiple U.S. markets, pay may differ depending on the cost of labor in specific locations. In addition to base salary, this position may be eligible for bonus, overtime or other forms of compensation and we offer a comprehensive benefits package that supports well-being, professional development, and work-life balance. Our recruiters are happy to share more about the specific salary range and total rewards package applicable to your location during the hiring process.

Where People Flourish

Our mission is to create sustainable societies where people and nature flourish. This means that a culture of inclusion is embedded in everything we do. Our people bring diverse backgrounds and experiences to the company, enabling us to deliver innovative and forward-thinking solutions to our clients. We also know how important it is to achieve the right balance of where, when, and how much you work. At Ramboll, we offer flexibility as part of our positive and inclusive approach to work. We are committed to equal employment opportunity, regardless of age, disability or medical condition, gender identity, marriage and domestic partnership, pregnancy and maternity, race, ancestry, or national origin, religion or belief, sex and sexual orientation, military service and veteran status, or any other protected characteristic. Ramboll wants to ensure opportunities are accessible to candidates with disabilities. So, please let us know if there are any changes we could make to the application process to make it more comfortable for you. You can contact us at [e-mail] with such requests.