Administrative Assistant

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.