Administrative Assistant

Company 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 is seeking a full time Administrative Assistant for the New York City office.

We invite you to bring your administrative experience and people skills into play as you contribute to the day-to-day administrative operation and efficiency to our New York City office. To succeed in this role, you must have strong organization, communication, and document formatting skills, with attention to detail, and a collaborative style. The Administrative Assistant will have the responsibility to ensure that all levels of staff have the supplies and administrative support necessary to efficiently complete their work. The ideal candidate will be resourceful, self-motivated and have a professional presence for employees and visitors on a daily basis.

Do you want to push the boundaries of your profession and develop your excellence in an open, collaborative, and empowering culture? We work to create a sustainable future and our inspiring projects and innovative solutions strive to set the standard among our peers. You will join a global company that has been growing successfully since its founding in 1945. Together, we lead and leave a positive impact on societies, companies, and people around the world. Our mission is to create sustainable societies where people and nature flourish.

You will join our New York City office
In joining Ramboll, you will be part of an internationally leading company within the area of water, environmental, and energy services. You will also become part of an administrative team that includes colleagues from other offices that work together to support the region and each other with business support requests in addition to local office responsibilities.

Job Description

Your key tasks and responsibilities will be

Marketing Coordination

• Preparation of proposals and presentations using Microsoft Word, Adobe InDesign or PowerPoint that may include graphics and tables. (InDesign skills are beneficial but not required)
• Monitor client contracting, procurement, and purchasing portals
• Coordinate with the marketing department to maintain and update resumes, project sheets, and marketing material

Project Management Assistance

• Assist project managers with project setup using a CRM system, preparing invoices, and generating financial reports
• Project file management support using ProjectWise (ProjectWise experience is beneficial but not required)
• Document formatting and editing, reviewing for compliance with Ramboll branding standards, grammar, and punctuation
• Assist project teams with meeting scheduling, minutes, and as a point of contact for external proposal efforts

Office Administration

• Provide assistance receiving visitors and deliveries
• Maintain upkeep and appearance of the office and all supplies
• Onboarding / Offboarding employees, together with HR, including setting up laptops and monitors for new hires, issue guest badges and coordinate visitors
• Process vendor invoices for payment
• Employee and/or client event planning to include space negotiation, catering coordination, technical support for A/V and office equipment, set-up and clean-up of meeting space. This may include creating agendas and slides for internal presentations
• Work together with Workplace Management to manage the facilities
• Coordinate travel arrangements for consultants in the travel portal, if they need support
• Assist with maintaining office calendar and staff meeting coordination
• Coordinate with the safety team to maintain safety plan for office

Qualifications

About You
From the moment you join Ramboll, we will support your personal and professional development so that you grow with the company. For this role, we believe your starting point is:

• 2 - 4 year college degree
• Minimum 5 years of administrative work experience or professional experience in marketing 
• Proficient in Microsoft Office applications (Excel, Word, PowerPoint, Outlook, Teams) and Adobe Acrobat Pro
• Report and proposal formatting experience
• Excellent written and oral communication skills
• Professional and independent judgement surrounding internal and external client matters and communications
• Ease in working with diverse personalities and cultures, with flexible and active listening skills
• Detail oriented
• Ability to lift heavy objects (approx. 10 lbs)

Additional Information

Ramboll in Americas
Ramboll has nearly 2,000 experts working across 50 offices in the Americas applying their passion to deliver innovative solutions within Environment & Health, Water, Energy and Planning & Urban Design. Founded in Denmark, Ramboll is a people company. We invite you to contribute to a sustainable future working in an open, collaborative, and empowering culture.

The salary range for this position in New York, NY is $56,264 to $70,331 DOE.

How to apply
Apply online. Attach your CV, cover letter and relevant documents showcasing why you are the right fit for the role, and when you are available to start. We look forward to receiving your application.

Additional Information

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