Administrative Professional/Project Assistant

Ramboll; San Francisco (CA); Hybrid; USD 66,645 - 83,306; Full time

Benefits offered by this job

Investment in your development

Valued for uniqueness

Supportive leaders and colleagues

Job summary

A global architecture and consultancy firm seeks an experienced Administrative Assistant for its Northwest Business unit. The role includes diverse administrative tasks, formatting client deliverables, and supporting proposals. Candidates should have at least 5 years of experience in administrative support, excellent communication skills, and proficiency in Microsoft tools. This hybrid position is located in San Francisco, California. Join a company dedicated to sustainable change and get invested in your professional development.

Qualifications

• Minimum 5 years’ experience in relevant administrative support.
• Professional, mature, polished demeanor.
• Prior experience with RFPs and proposal coordination is a plus.

Responsibilities

• Formatting and QCing of client deliverables.
• Translate RFP requirements into action items.
• Create and maintain opportunities in CRM platform.

Skills

Organizational skills

Communication skills

Multitasking

Time management

Education

BA/BS degree preferred

Tools

Microsoft Word

Adobe Acrobat Professional

Microsoft Excel

Microsoft Outlook

Microsoft PowerPoint

Job description

Company Description

Ramboll is a global architecture, engineering, and consultancy company. As a foundation-owned people company, founded in Denmark, we believe that the purpose of sustainable change is to create a thriving world for both nature and people. Our history is rooted in a clear vision of how a responsible company should act and being open and curious is a cornerstone of our culture. Ramboll in the Americas has thousands of experts working across more than 70 offices. Ramboll experts deliver innovative solutions across Environment & Health, Water, Energy, and Planning & Urban Design.

Job Description

Hybrid-based position in our Novato, Oakland, or San Francisco office. Applicants must be currently authorized to work in the United States on a full-time basis. No sponsorship is available for this position.

Your new role

Ramboll has an immediate opening for an Administrative Assistant in its Northwest Business unit. The Administrative Assistant will be responsible for performing diverse administrative tasks in a fast‑paced, ever‑changing environment.

Your key responsibilities will be:

• Formatting and QCing of client deliverables
• Proposal support:
  • Translate Request for Proposal (RFP) requirements into action items
  • Collaborate effectively with Managers/technical staff
  • Responsible for formatting, QCing and assembling final PDF for submittal
• Create and maintain opportunities in CRM platform:
  • Includes submitting the contract for legal review
  • Checking for open tasks in the PI Tool and maintaining tender documents in the CRM SharePoint files
  • Converting opportunities to projects
• Work with spreadsheets; import data into MS Word documents
• Assist with employee and/or client meeting/event planning
• Assist with catering coordination
• Assist with Office Facilities-Common areas stocking and maintenance
• Assist staff with travel arrangements as needed

Qualifications

About You

• Minimum 5 years’ experience in relevant administrative support
• BA/BS degree preferred, but not required; years of experience can be substituted for degree
• 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
• Prior experience with RFPs and proposal coordination a plus

Technical Skills

• Advanced Microsoft Word skills, including the use of styles, auto Table of Contents and working with tables
• Advanced in Adobe Acrobat Professional
• Proficient in Microsoft Excel, Outlook, PowerPoint
• The ability to work with calendars and resources in Outlook
• Familiar with Microsoft Teams
• Keen eye for detail and accuracy
• Experienced in proofreading lengthy documents with focus on format as well as spelling and grammar

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
• 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

• Must be self-motivated, multi-tasked, can meet deadlines, and work with all levels of technical and administrative staff
• Comfortable working alone and collaborating in large and small teams to produce quality work
• The ability to take ownership and work independently with minimal supervision and direction
• Ability to take instruction from multiple sources and establish and communicate priorities; keep coworkers and administrative team apprised of workload and task progress

What we can offer you

• Investment in your development
• Leaders you can count on, guided by our Leadership Principles
• Being valued for the unique person you are
• Never being short of inspiration from colleagues, clients, and projects
• The long‑term thinking of a foundation‑owned company

Ready to join us?

Please submit your application with your up-to-date CV. We invite diversity in all its forms and encourage applicants from all groups to apply. Thank you for taking the time to apply! We look forward to receiving your application.

Work at the heart of sustainable change with Ramboll in the Americas

Ramboll is a global architecture, engineering, and consultancy company. As a foundation‑owned people company, founded in Denmark, we believe that the purpose of sustainable change is to create a thriving world for both nature and people. Our mission is to create sustainable societies where people and nature flourish. 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.

Salary Transparency Statement

At Ramboll, your base pay is only part of your overall total compensation package. At the time of this posting, this role is likely to be compensated at an annual base salary between $66,645-$83,306. Actual pay may be more or less than the posted range, depending on numerous factors, including experience, geographical location, internal equity, market conditions, education/training and skill level, and does not include bonuses, overtime, or other forms of compensation or benefits.