General 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 full-time Administrative Assistant for our Chicago (Loop) office.
The Administrative Assistant position provides day-to-day administrative support for multiple teams; typical tasks may include editing and review of technical documents, research, proposals and presentations, general correspondence, travel arrangements, 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 full-time position. Hours of work and days are Monday through Friday, 8 00 AM to 5 00 PM.
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.).
Create and develop documents in Microsoft Office Suite which could include general correspondence, memos, reports, charts, tables, graphs, proposals, presentations, etc.
Coordination and production of documents as requested (coping, binding, mailing).
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.
Preparation of weekly regional newsletter.
Maintain current file system.
Travel arrangements for staff as needed.
Other duties in connection with the foregoing.
High school diploma or GED; Business school, Associate’s degree, or equivalent is 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 2016 or later, including Excel, Word, PowerPoint, Visio and Outlook, and with collaborative solutions such as Skype for Business, SharePoint and OneDrive.
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.
Enjoys working with colleagues, a team player.
Ability to work overtime, if required.
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.
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