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 adopted a hybrid model of work, with a combination of remote and in-person employee engagement. This a full-time position that will require physical presence of at least 3 days a week in the Westford, MA office.

Inviting Bright Minds

We have an immediate opening for an Administrative Assistant in our Westford, MA office. We invite you to bring your keen eye for detail and strong organizational skills to Ramboll to provide central support for day-to-day office needs in Westford as well as responsibilities that include supporting the New England offices, together with the Admin Team, with coordination of marketing efforts, producing high quality client reports, and setting up new projects and opportunities. Other responsibilities are listed below. To succeed in this role, you must have a passion for precision and have a collaborative spirit. Are you our new Administrative Assistant?

Your starting point for constant growth

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

Required

• 2 – 4 Year college degree preferred
• 5+ Years of marketing and/or administrative work experience
• Advanced Microsoft Office skills, including the use of Word styles, Outlook calendar functions and PowerPoint development. Reports can include photos, graphics, appendices, and table of contents
• Proficiency with Adobe Acrobat professional
• Excellent professional communication skills with attention to detail
• Digital literacy and comfort in learning new software applications
• Experience with assisting with facilities management
• Experience with coordinating meetings as well as employee engagement functions such as luncheons
• Experience assisting with project accounting related items
• Keen eye for detail and experience editing/proofreading lengthy documents with focus on formatting, spelling, sentence structure/syntax, and grammar
• Ability to take instruction from multiple sources and establish priorities
• Excellent time management skills

Preferred

• Experience using Deltek systems
• Experience using a CRM system such as Microsoft Dynamics 365
• Marketing experience

Tasks and Responsibilities

This position provides administrative assistance to the Westford, MA office and will also be actively engaged in working collaboratively with the New England administrative team which provides support throughout the New England offices. There is a need for more support with coordinating marketing efforts and experience in that area will be a benefit to candidates.

Coordinate the development and production of client deliverables: (20%)

• Complete the project set-up process to initiate new projects using CRM
• Support the accounting team with invoicing-related projects
• Format proposals and client reports using corporate branded templates. This can include importing tables, charts and graphs into Word and Adobe document, QA/QC
• Organize and maintain project files
• Compose letters and routine correspondence

Assist with the development and production of marketing materials: (30%)

• Coordinate New England needs with regional and global marketing team members
• Assist with coordinating marketing efforts, such as conference preparations, qualification statements, etc.
• Format and assist with development of marketing materials such as brochures, resumes, LinkedIn materials, capability statements, etc. using corporate branded templates.
• Organize and maintain marketing files

General/Operational Administrative Support: (50%)

• Provide assistance receiving visitors and deliveries
• Maintain upkeep and appearance of the office
• Onboarding / Offboarding employees
• 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
• Order and maintain office supplies; assist the office manager with facilities management
• Coordinate travel arrangements for consultants if they need support
• Assist with maintaining office calendar
• Staff meeting coordination

Welcome to our Environment & Health division

One of the world’s leading environmental and health consultancies, we are trusted by clients to manage their most challenging environmental, health, and social issues. We help clients understand and manage the impacts of their activities and products, so that they can respond to business, regulatory, or legal challenges effectively and develop sound strategies for operating sustainably.

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.

Our Commitment to Sustainability

Responsible business conduct and sustainable practices have been part of Ramboll’s DNA since the company’s inception. Today these principles are an integral part of Our Mission and services and are formalized through our systematic work with the UN sustainable development goals. We are dedicated to taking a leading role in sharing best practices and creating value for clients by delivering solutions that are environmentally, economically, and socially sustainable. We have also committed to ambitious targets to maximize our own sustainability performance and set the industry benchmark.

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.