project support assistant

<div>Make your mark for patients 
We are looking for a Project Support Assistant who is organized, proactive, and detail‑oriented to join us in our Manufacturing team, based in our UCB office in the Atlanta, GA office. This hybrid position requires 40% onsite presence and 30% domestic travel. 
About the role
You will play a key role in supporting large‑scale capital and regulated projects by providing high‑level administrative and coordination support. You will help project leaders and cross‑functional teams operate efficiently by managing schedules, communications, documentation, and reporting. This role requires strong organizational skills, discretion, and the ability to manage multiple priorities in a fast‑paced project environment. 
 
Who you&rsquo;ll work with
You will be working in a team that collaborates closely with project managers, executive leadership, and cross‑functional partners. You will also interact with vendors and external stakeholders, acting as a central coordination point to ensure smooth communication and alignment across project teams. 
 
What you&rsquo;ll do<ul><li>
Provide comprehensive administrative support for large‑scale project teams</li><li>
Manage complex calendars, schedules, and stakeholder communications</li><li>
Coordinate document workflows and maintain organized project records</li><li>
Prepare presentations, reports, agendas, and executive communications</li><li>
Capture and distribute accurate meeting minutes and action items</li><li>
Support procurement tracking, travel coordination, and team logistics</li><li>
Lead cross‑functional collaboration, resolving issues and strengthening alignment across the organization</li></ul> 
Interested? For this role we&rsquo;re looking for the following education, experience, and skills 
Minimum requirements<ul><li>
High School Diploma Required</li><li>
Experience supporting complex projects and senior leadership</li><li>
Strong organizational skills with attention to detail and confidentiality</li><li>
Ability to manage multiple priorities and meet tight deadlines</li><li>
Strong written and verbal communication skills across teams</li><li>
Experience collaborating with cross‑functional and external partners</li><li>
Strong proficiency with Microsoft Office, Teams, PowerPoint and Outlook</li><li>
Experience using artificial intelligence
</li></ul>Preferred qualifications<ul><li>
Experience in pharmaceutical, healthcare, or regulated industries</li></ul><ul><li>
Ability to work independently with minimal direction</li><li>
Experience supporting international teams and travel coordination</li><li>
Experience with expense reporting and budget tracking tools</li><li>
Exceptional attention to detail and accuracy</li><li>
Experience using Microsoft Visio</li><li>
Bachelor's Degree</li></ul> 
This positions reasonably anticipated base salary range is $63,200-83,000. The actual salary offered will take into account related knowledge, skills, experience and location among other factors and may fall outside the expected range. 
Are you ready to &lsquo;go beyond&rsquo; to create value and make your mark for patients? If this sounds like you, then we would love to hear from you! 
About us 
UCB is a global biopharmaceutical company, focusing on neurology and immunology. We are over 9.000 people in all four corners of the globe, inspired by patients and driven by science. 
Why work with us? 
At UCB, we don&rsquo;t just complete tasks, we create value. We aren&rsquo;t afraid to push forward, collaborate, and innovate to make our mark for patients. We have a caring, supportive culture where everyone feels included, respected, and has equal opportunities to do their best work. We &lsquo;go beyond&rsquo; to create value for our patients, and always with a human focus, whether that&rsquo;s on our patients, our employees, or our planet. Working for us, you will discover a place where you can grow, and have the freedom to carve your own career path to achieve your full potential. 
At UCB, we&rsquo;ve embraced a hybrid-first approach to work, bringing teams together in local hubs to foster collaborative curiosity. Unless explicitly stated in the description or precluded by the nature of the position, roles are hybrid with 40% of your time spent in the office. 
UCB is an equal opportunity employer. All employment decisions will be made without regard to any characteristic protected by applicable federal, state, or local law. UCB invites you to voluntarily self-identify during the application process. Provision of self-identification information is entirely voluntary and a decision to provide or not provide such information will not have any effect on your application for employment, your employment with UCB, or otherwise subject you to any adverse treatment. Any information you provide will be considered confidential and will be kept separate from your application and/or personnel file and will only be used in accordance with applicable laws, orders, and regulations. 
 
Should you require any adjustments to our process to assist you in demonstrating your strengths and capabilities contact us on US-Reasonable_Accommodation@ucb.com for application to US based roles. Please note should your enquiry not relate to adjustments; we will not be able to support you through this channel.</div>

Project Support Assistant

Green Key Resources

<div>
 
 
 Looking to take the next step in your construction career?
 
 
 
 
 
 
 We're partnered with a well-established, thriving general contractor that&rsquo;s actively hiring an Assistant Project Manager to support ground-up + TI commercial projects across the Southeast.
 
 
 
 
 
 This is a great opportunity to join a team with a strong backlog, real mentorship (without micromanagement), and clear growth into a full Project Manager role.
 
 
 
 
 
 
 Key Responsibilities:
 
 
 <ul>
 <li>
 Support Project Managers on ground-up commercial/light industrial builds
 </li>
 <li>
 Assist with subcontractor coordination, procurement, and scheduling
 </li>
 <li>
 Manage RFIs, submittals, change orders, and project documentation
 </li>
 <li>
 Track budgets, costs, and progress reporting
 </li>
 <li>
 Help ensure projects stay on schedule, on budget, and built safely
 </li>
 </ul>
 
 
 
 
 
 What They&rsquo;re Looking For:
 
 
 <ul>
 <li>
 2&ndash;5+ years with a general contractor
 </li>
 <li>
 Experience supporting both ground-up and TI construction projects
 </li>
 <li>
 Degree in Construction Management (or related) preferred
 </li>
 </ul>
 
 
 
 
 
 What&rsquo;s on Offer:
 
 
 <ul>
 <li>
 Strong base + bonus + long-term incentive structure
 </li>
 <li>
 Clear path to Project Manager with hands-on mentorship
 </li>
 <li>
 Stable project pipeline across multiple sectors
 </li>
 <li>
 Collaborative, team-first culture with low turnover
 </li>
 <li>
 Full benefits package + vehicle allowance
 </li>
 </ul>
 
 
 
 
 
 
 
 If you&rsquo;re even a little curious about what&rsquo;s out there, or just want a quick pulse check on the market, let's connect!
 
</div>

Assistant Project Manager

Mullins Mechanical

<div>Preconstruction Administrative Assistant

 The Preconstruction Administrative Assistant (PCAA) provides administrative and documentation support to the Preconstruction Department as a whole, rather than being assigned to a single project. This role supports estimating, budgeting, proposal development, bid coordination, and internal preconstruction processes across multiple pursuits. Our projects are often in industrial and manufacturing environments, such as manufacturing facilities, automotive plants, chemical plants, distribution centers, warehouses, and other large commercial facilities. We are a self-performing specialty contractor specializing in design-build applications, HVAC systems, plumbing, process piping systems, boiler and chiller systems, equipment installation and rigging, plant relocation and maintenance, and metal fabrication.

The PCAA is vital to the successful achievement of Mullins Mechanical &amp; Welding's mission, vision, and strategic initiatives. This job description is intended to be a general overview of the primary responsibilities of this position. It is not intended to be all-encompassing, and the employee may be required to perform other duties and responsibilities as needed to meet the ongoing needs of the organization.

Responsibilities:
<ul>
<li>Provide administrative support to the Preconstruction team, including estimators, preconstruction managers, and department leadership.</li>
<li>Collect, organize, and maintain preconstruction documentation such as bid invitations, vendor and subcontractor quotes, material takeoff reports, estimate documentation, and scope documents.</li>
<li>Assist with bid and proposal preparation, including compiling exhibits, narratives, schedules, and other required documents.</li>
<li>Maintain a complete Preconstruction Calendar to track bid due dates, addenda, clarifications, and submission requirements across multiple projects.</li>
<li>Utilize Building Connected Software to coordinate communication with vendors, subcontractors, suppliers, and internal teams to collect pricing, qualifications, and required pre-bid documentation.</li>
<li>Utilize Salesforce Software to assist with input and maintenance of data in estimating, project management, and document control systems.</li>
<li>Maintain preconstruction filing systems in accordance with company standards.</li>
<li>Support handoff from preconstruction to operations by organizing estimate summaries, scope clarifications, assumptions, and project start-up documentation.</li>
<li>Prepare meeting materials, agendas, and notes for preconstruction meetings as needed.</li>
<li>Assist with reporting and tracking of preconstruction metrics such as bid volume, win/loss data, and workload forecasting.</li>
<li>Perform general administrative duties including scheduling, correspondence, document formatting, and internal coordination.</li>
<li>Ability to work remotely and manage work load in an independent environment.</li>
</ul>
Qualifications:
<ul>
<li>Excellent organizational, documentation, and time-management skills with the ability to manage multiple priorities.</li>
<li>Strong written and verbal communication skills to interface with internal teams, vendors, subcontractors, and clients.</li>
<li>Proficiency in Microsoft Office applications; familiarity with construction software such as estimating platforms, Procore, and Bluebeam is a plus.</li>
<li>Strong attention to detail and problem-solving skills.</li>
<li>Ability to work in a fast-paced, deadline-driven preconstruction environment.</li>
</ul><div>
Join Us 
Mullins Mechanical ranked #243 on the 2024 ENR Top Specialty Contractors list, #48 in the Nation and #5 in the Southeast among Firms in Mechanical. We're proud to be one of the fastest growing privately held companies in America. We're a self-performing specialty contractor specializing in design-build applications, HVAC systems, plumbing, process piping systems, boiler and chiller systems, equipment installation and rigging, plant relocation and maintenance, fire protection, and metal fabrication. Our projects are often in industrial and heavy commercial environments such as manufacturing facilities, automotive plants, chemical plants, distribution centers, warehouses, data centers, and other large facilities.</div></div>

Administrative Assistant - Pre-Construction (Remote)

Emory University

<div>Discover Your Career at Emory University:
<div>
Emory University is a leading research university that fosters excellence and attracts world-class talent to innovate today and prepare leaders for the future. We welcome candidates who can contribute to the excellence of our academic community.</div>
Description:<div></div><div> 
The Carter Center is a 501(c)(3), not-for-profit, nongovernmental organization founded in 1982 in Atlanta, GA, by former U.S. President Jimmy Carter and his wife, Rosalynn, in partnership with Emory University. The Center has helped to improve millions of lives in more than 80 countries by waging peace, fighting disease, and building hope. The Carter Center is guided by a fundamental commitment to human rights and the alleviation of human suffering. It seeks to prevent and resolve conflicts, enhance freedom and democracy, and improve health.</div><div>
The Carter Center collaborates with other organizations, public and private, in carrying out its mission around the world. Current information about the Center&rsquo;s many programs and activities are available at The Carter Center.</div><div></div><div> 
SUMMARY:</div><div></div><div> 
The Program Assistant coordinates administrative and financial support within the Democracy Program (DP), including preparing and processing contracts, invoices, and payments; coordinating staff and consultant travel and meetings/conferences; developing project and program budgets; handling routine program correspondence and inquiries, managing program files and databases, and supporting domestic and international operations. Depending on locations of activities, Hostile Environment Awareness Training (HEAT) may be required.</div><div></div><div> 
FORMAL JOB DESCRIPTION:
</div><ul><li>Provides administrative and logistical support for projects, initiatives, and programs within an NGO environment.
</li><li>Assists assigned managers and team members by maintaining calendars, receiving and composing communications as correspondence, and replies to inquiries.
</li><li>Handles preparations, scheduling, logistics, and other various requirements for domestic and international travel.
</li><li>Drafts contracts, budgets, and donor reports with direction from manager.
</li><li>Processes financial documents including contracts, expense reports, invoices, etc.
</li><li>Writes routine reports and correspondence, and assists with the development of project/program materials.</li><li>
Organizes meetings and events.</li><li>
Works with and maintains data management and filing for projects/program.
</li><li>Serves as an administrator of work product with other programs/departments, i.e. finance, program development, public information, etc.
</li><li>Liaises and communicates with project consultants and field office staff, providing logistical and administrative support, as directed.
</li><li>Conducts research and provides support to one or more staff members in regards to project and programmatic efforts.</li><li>
May supervise work study students and volunteers.</li><li>
Performs other related duties as required.</li></ul><div> 
MINIMUM QUALIFICATIONS:
</div><ul><li>A high school diploma or equivalent AND five years of administrative experience, OR a bachelor's degree. Proficiency with various personal computer software applications.</li></ul><div></div><div> 
NOTE: This role will be granted the opportunity to work from home regularly but must be able to commute to The Carter Center on a flexible weekly schedule based upon business needs. Schedule is based on agreed upon guidelines. All non-exempt employees must reside within the state of Georgia. The Carter Center reserves the right to change remote work status with notice to employee. Applicants must be currently authorized to work in the United States for any employer.</div>
Additional Details:
<div>
Emory is an equal opportunity employer, and qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status or other characteristics protected by state or federal law. Emory University does not discriminate in admissions, educational programs, or employment, including recruitment, hiring, promotions, transfers, discipline, terminations, wage and salary administration, benefits, and training. Students, faculty, and staff are assured of participation in university programs and in the use of facilities without such discrimination. Emory University complies with Section 503 of the Rehabilitation Act of 1973, the Vietnam Era Veteran's Readjustment Assistance Act, and applicable executive orders, federal and state regulations regarding nondiscrimination, equal opportunity, and affirmative action (for protected veterans and individuals with disabilities). Inquiries regarding this policy should be directed to the Emory University Department of Equity and Civil Rights Compliance, 201 Dowman Drive, Administration Building, Atlanta, GA 30322. Telephone: 404-727-9867 (V) | 404-712-2049 (TDD).</div><div></div><div> 
Emory University is committed to ensuring equal access and providing reasonable accommodations to qualified individuals with disabilities upon request. To request this document in an alternate format or to seek a reasonable accommodation, please contact the Department of Accessibility Services at accessibility@emory.edu or call 404-727-9877 (Voice) | 404-712-2049 (TDD). We kindly ask that requests be made at least seven business days in advance to allow adequate time for coordination.</div></div>

The Carter Center: Program Assistant, Democracy Program

<div>Mullins Mechanical is a leader in Industrial and Large Commercial Mechanical, Plumbing, and HVAC construction projects. Our projects are often in the Industrial &amp; Manufacturing environments, such as: Manufacturing Facilities, Automotive Plants, Chemical Plants, Distribution Centers, Hotels, Warehouses, and other Large Commercial Facilities. We are a self-performing specialty Contractor specializing in Design Build Applications, HVAC Systems, Plumbing, Process Piping Systems, Boiler &amp; Chiller Systems, Equipment Installation &amp; Rigging, Plant Relocation &amp; Maintenance, and Metal Fabrication.

We are looking for an experienced self-motivated Assistant Quality Manager - Remote to join our growing construction team. This position is responsible for the duties listed below along with related functions. The Assistant Quality Manager-Remote should be knowledgeable about quality and safety regulations and best practices within the construction environment and be able to engage and advise the job site leadership relative to Mullins mechanical quality program. 


Job Duties and Responsibilities:
<ul>
<li>Conduct internal audits and inspections to ensure compliance with quality management system.</li>
<li>Assist in the implementation of inspecting, testing, and evaluating methods of construction.</li>
<li>Ensure fabrication and installation efforts adhere to quality standards.</li>
<li>Promote a culture of continuous improvement by identifying areas of improvement and implement change.</li>
<li>Identify, document, and approve corrective actions for non-conforming products or processes.</li>
<li>Maintain clear and effective communication with internal and external parties.</li>
<li>Ensure customer satisfaction by addressing complaints and incorporating customer feedback into key performance indicators.</li>
<li>Analyze problems, identify root causes, and prevent recurrence.</li>
<li>Train staff on quality standards and best practices.</li>
<li>Create and document non-conformance reports and logs.</li>
<li>Assist in creating processes and procedures for quality department.</li>
<li>Test welders and perform weld inspections under varies welding codes.</li>
<li>Review client requirements and ensure specifications are met.</li>
<li>Follow Project Quality Assurance Plans.</li>
<li>Create inspection and test plans (I&amp;TP's)</li>
<li>Committed to Mullins core values and safety policies.</li></ul> 


Skills/Qualifications:
<ul>
<li>Have a current AWS CWI and/or ASNT VT II and/ or API 510/570 or can obtain first year of employment.</li>
<li>Extensive knowledge of NDT methods (UT, MT, PT, RT).</li>
<li>Understanding of the following codes: ASME, AWS, ISO, ASTM, NBIC, SMACNA, ASHRAE, IPC, NACE, AISC.</li>
<li>Efficient in Microsoft Excel, Word, and/ or Project management software (Procore).</li>
<li>Strong verbal and written communication skills for effective collaboration.</li>
<li>Possess strong leadership skills to influence and motivate teams.</li>
<li>Experience performing quality audits on internal and external parties.</li>
<li>Extensive knowledge of reading and understanding construction drawings.</li>
<li>Excellent time management skills.</li>
<li>Ability to multitask with a strong understanding of core manager duties.</li>
<li>Ability to manage and train quality personnel.</li>
<li>Ability to travel for long periods of time.</li>
<li>Self-motivated with the drive to learn and grow.</li>
<li>Must be able to work in a team environment.</li></ul> 


Experience:
<ul>
<li>5+ years in a quality leadership role</li>
<li>3+ years performing quality audits</li>
<li>Experience working under a quality management system.</li>
<li>Experience with HVAC, plumbing, and/or process piping systems.</li>
<li>Extensive knowledge in Microsoft programs and construction project management software.</li>
<li>Extensive knowledge of various codes and standards.</li>
<li>Experience managing multiple projects at a corporate level.</li></ul> 


Potential Hazard:
<ul>
<li>Working outside in extreme weather conditions</li>
<li>Exposure to loud noises and abnormal odors</li>
<li>Confined space work</li>
<li>Working in areas with overhead activities</li>
<li>Working from heights using ladders, scaffolding, or aerial lifts</li></ul> 


Essential Requirements:
<ul>
<li>Comply with all company policies and procedures.</li>
<li>Ability to work in a fast-paced environment.</li>
<li>Climbing up and down stairs and ladders while working on scaffolds and in trenches to access work.</li>
<li>Lifting up to 50 pounds</li>
<li>Walking on uneven terrain for extended periods</li>
<li>Standing for extended periods</li>
<li>The use of respirators if required by projects.</li>
<li>Driving is required to travel to and from locations.</li>
<li>Occasionally may need to kneel, reach, or stoop.</li>
<li>If driving is required, a valid driver's license and proof of insurability is required. All drivers are subject to a DMV background records search.</li></ul><div> 
Join Us 
Mullins Mechanical ranked #243 on the 2024 ENR Top Specialty Contractors list, #48 in the Nation and #5 in the Southeast among Firms in Mechanical. We're proud to be one of the fastest growing privately held companies in America. We're a self-performing specialty contractor specializing in design-build applications, HVAC systems, plumbing, process piping systems, boiler and chiller systems, equipment installation and rigging, plant relocation and maintenance, fire protection, and metal fabrication. Our projects are often in industrial and heavy commercial environments such as manufacturing facilities, automotive plants, chemical plants, distribution centers, warehouses, data centers, and other large facilities.</div></div>

Assistant Quality Manager (CWI) - Remote

Osaic

<ul><li>Location:
<div>2300 Windy Ridge Pkwy #750</div><div>
Atlanta,</div><div>
GA</div>
<div>12325 Port Grace Blvd</div><div>
La Vista,</div><div>
NE</div>
<div>7755 3rd Street North</div><div>
Oakdale,</div><div>
MN</div>
<div>18700 N. Hayden Rd</div><div>
Scottsdale,</div><div>
AZ</div>
<div>877 Executive Center Drive West</div><div>
St. Petersburg,</div><div>
FL</div>
</li><li>Req. Number: R0004929</li></ul>
 <div>Executive Support Opportunity in Financial Services
Executive Assistant to C-level Executive
Location(s):
Atlanta: 2300 Windy Ridge Pkwy SE, Suite750, Atlanta, GA 30339
La Vista:12325 Port Grace Blvd, La Vista, NE 68128
Oakdale: 7755 3rd St. N, Oakdale, MN 55128
Scottsdale: 18700 N Hayden Rd, Suite 255, Scottsdale, AZ 85255
St. Petersburg: 877 Executive Center Dr. W, Suite 300, St. Petersburg, FL 33702
Osaic is not considering remote candidates at this time.
Osaic has returned to the office on a hybrid schedule requiring a minimum of 4 days weekly in the office.
Role Type: Full-time
Salary: The base salary range is $95,000 to $105,000 plus an annual performance bonus. Actual compensation offered will be determined individually, based on a number of job-related factors, including location, skills, licensure, experience, and education.
Our competitive compensation is just one component of Osaic&rsquo;s total compensation package. Additional benefits include health, vision, dental insurance, 401k, paid time away, volunteer days and much more. To view more details of what you can look forward to, visit our careers page: https://careers.osaic.com/Benefits.
Summary:
We are seeking a Senior Executive Assistant (EA) to support a C-level Executive. The preferred candidate will have extensive experience supporting C-level executives, board and board committees, projects, client and employee facing interactions, reporting, and presentations.
Education Requirements:
Bachelor&rsquo;s degree from accredited university is required.
Responsibilities:
<ul><li>Extensive calendar management, travel planning, call, and webinar logistics; coordinating with all EA&rsquo;s to avoid conflicts</li><li>
Extensive support for the C-level Executive involving senior leadership team, external executives, board and board committees, external vendors, and clients</li><li>
Supporting invoicing, purchase, and contract processes</li><li>
Expense reporting and management</li><li>
Event, meeting and interview planning, execution &amp; oversight</li><li>
Project and special assignment work</li><li>
Monitor and respond to incoming correspondence and phone calls while maintaining discretion and confidentiality</li><li>
Meetings management, note-taking, critical follow-up planning</li><li>
Facilitate visits from clients and firm personnel</li><li>
Support interview processes for executive team members which, at times, includes working with executive search firms</li><li>
Communicate professionally with internal and external individuals at all levels of the organization verbally and through high quality, concise emails</li><li>
Assist with executive onboarding and offboarding</li><li>
Provide backup support for executives, collaborating closely with other EAs to ensure seamless coverage</li></ul>
Basic Requirements:
<ul><li>Minimum of 10 years&rsquo; experience supporting executives</li><li>
Experience supporting a President, CEO, or Chairman</li><li>
Excellent written and verbal communication skills</li><li>
Strong proficiency with Microsoft Office suite, video conferencing (i.e., Zoom)</li><li>
AI-fluency with organizational-supported tools</li><li>
Ability to lead and influence without having positional authority</li><li>
Highly collaborative and team-oriented</li><li>
Able to multi-task and manage several calendars</li><li>
Forward thinking with demonstrated confidentiality</li><li>
Strong time management and attention to detail</li><li>
Critical thinking power and excellent judgment; bias toward resolution</li><li>
Impeccable &ldquo;follow up&rdquo; and &ldquo;follow through&rdquo; skills</li><li>
Accountable, responsible, and service oriented</li><li>
Passion for support work</li><li>
Organizational awareness with the ability to understand and prioritize key people and needs in the organization</li><li>
Experience hosting and navigating client, board, strategic partners and executive events, meetings, calls, and visits</li></ul>
Working Style &amp; Culture Fit
<ul><li>Thrives in a dynamic environment where priorities shift rapidly</li><li>
Operates with calm professionalism under pressure and tight timelines</li><li>
Highly collaborative, values building relationships across the organization</li><li>
Comfortable navigating ambiguity and independently driving clarity</li><li>
Demonstrates calmness and professionalism even under time pressure</li></ul>
Competencies &amp; Behavioral Traits
<ul><li>High emotional intelligence with the ability to anticipate needs and read interpersonal dynamics</li><li>
Strong executive presence &amp; the confidence to interact with senior leadership and external stakeholders</li><li>
Proactive, anticipatory problem‑solver with a resourceful, solution‑oriented mindset</li><li>
Ability to build trust quickly and maintain confidential information</li></ul>
Preferred Requirements:
<ul><li>Prior administrative experience within the financial services industry preferred</li><li>
Workday, Concur, Microsoft CoPilot experience</li><li>
Experience with accountability for a team or an enterprise process</li><li>
Training expertise</li></ul>
Equal Opportunity Employer

Osaic is an equal opportunity employer. We celebrate diversity in our workplace and we hire the most qualified candidates without regard for age, ethnicity, gender, gender identity or expression, language differences, nationality or national origin, family or marital status, physical, mental, and developmental abilities (or the perception of a disability), genetic information, race, religion or belief, sexual orientation, skin color, social or economic class, education, work and behavioral styles, political affiliation, military service, caste, or any other characteristic protected by law.

Eligibility

Applicants for employment in the US must have valid work authorization that does not now and/or will not in the future require sponsorship of a visa for employment authorization in the US by Osaic.

Unqualified Applications

Osaic does not consider applications from candidates who do not meet the minimum qualifications stated in the job posting.

Recruiting Agencies

Osaic only accepts candidates from contracted recruiting firms and only for searches approved prior to submissions. Fees will not be paid for unsolicited submissions.</div><div></div>

Executive Assistant

Ramboll

<div>Company Description 
Develop your excellence in our collaborative, inclusive, diverse, and empowering culture at Ramboll! When you start with Ramboll, you&rsquo;ll be joining a company that strives to make a difference &ndash; for our employees, clients, and society. As you begin working on projects, you will be given increasing responsibility, while also being able to rely on experienced managers and colleagues who offer support and a helping hand as you learn and develop in your role. Our vision is to be a leading consultancy globally, delivering integrated and sustainable solutions that shape today and tomorrow. 
Job Description 
Atlanta, Georgia, USA
This position requires the candidate to be in the office at least 4 days per week. Our address is 2300 Windy Ridge Parkway SE, Suite 1155 North, Atlanta, GA 30339.
We invite you to bring your strong organization and people skills into play as you help our local Atlanta, Georgia office and broader Southeast offices function more efficiently to reach our goals. To effectively succeed in this role, you must have demonstrated capabilities to independently build strong relationships, promote excellence and functionality within teams, and operate within a matrix environment, which includes driving collaboration and cooperation. The Office Manager will have the overall responsibility for general office operations and facilities supervision for Ramboll&rsquo;s Atlanta, Georgia office while providing remote support to our Raleigh, NC and Tampa, FL offices as well. The candidate will provide a high level of support to office leadership teams and other management, consulting, and business support staff within the office. The position has responsibility for ensuring that all levels of staff have the tools, supplies, and administrative support necessary to efficiently complete their projects. The ideal candidate will be resourceful, self-motivated, tech savvy and have high ethical standards. Accounting and project management experience (procurement, budgeting/scheduling, etc.) is required for this role.
Responsibilities for an Office Manager include (but are not limited to) the following:<ul><li>
Organizes, leads, and supports administrative team projects and workflow to meet the needs of numerous internal clients as aligned with overall business goals and objectives.</li><li>
Enters client information into the Customer Relationship Management (CRM) system and creates reports as requested.</li><li>
Uses Maconomy (corporate accounting system) to support project managers as needed. Will liaise between project accountants' local staff as needed to provide cursory information about project status and budgets.</li><li>
Supports internal and client meetings by coordinating calendars, ensuring meeting resources are booked and in place, arranging catering, etc. Serves as the meeting point-of-contact for IT and building management support during meetings.</li><li>
Prepares for and schedules office business activities, including travel arrangements, internal business meetings, guest/client travel and accommodations, business appointments, and office social activities (e.g., Happy Hours, Community Breakfasts and holiday events).</li><li>
Directs and leads updates to office-related policies and procedures.</li><li>
Communicates office employee announcements and maintains the Atlanta office intranet page.</li><li>
Supports onboarding of new employees to the Atlanta office.</li><li>
Works with insurance broker and/or carriers regarding certificates of insurance and insurance compliance.</li><li>
Oversees and coordinates local office renovations, repairs, and maintenance in collaboration with the Workplace Management team.</li><li>
Answers the office main phone line and forwards customer inquiries to the proper employee.</li><li>
Manages incoming/outgoing mail and courier packages ensuring items are routed to the correct addressee.</li><li>
Works with and maintains strong working relationships with supply vendors and reviews/approves associated invoices. Will function as SupplHi (Ramboll online purchase order procurement system) liaison between our Americas procurement group and staff. This role will serve to personally learn, maintain, and train local staff on the system as needed.</li><li>
Partners with peer Office Managers on various projects and people-related matters.</li><li>
Coordinates and supports staff working on a remote/hybrid work schedule, e.g., coordinating hot desking, assigning workspaces, and managing office occupancy.</li><li>
Serves as the primary liaison with the property management company and other third parties.</li><li>
Supports office consulting staff with submission of expense reports, and other internal administrative tasks.</li><li>
Supports preparation of client and bid deliverables, including document formatting and finalization.</li><li>
Works with consulting staff to identify needed services, coordinate provision of those services with IT and other Ramboll support organizations, and identifies any gaps in service, so that they can be resolved by the leadership team, Workplace Management, HR, etc.</li></ul>
About you
From the moment you start at Ramboll, we will support your personal and professional development so that you can continue to grow with the company. While we look forward to supporting your continued learning and development, for this role we have identified some qualifications, skills, and capabilities that will set you up for success.
These include:<ul><li>
Five or more years of experience as an office administrator/executive assistant. Supervisory experience a plus; preferably in a professional services setting.</li><li>
Accounting and project management experience (procurement, budgeting/scheduling, etc.)</li><li>
Experience using CRM software and/or Maconomy (or other corporate accounting system)</li><li>
BS degree preferred in business, communications, or relevant field. AA degree or equivalent experience considered.</li><li>
Strong administrative project management and task leadership experience.</li><li>
Well-developed leadership, organizational and planning skills with continual attention to detail as well as establishing priorities and meeting deadlines.</li><li>
Strong customer skills/mindset; prior experience in a professional client services type of role is preferred.</li><li>
Expertise with Microsoft Office 365 (including Word, Excel, PowerPoint, OneDrive, Teams, and Outlook) and familiarity with customer relationship management (CRM) software and Maconomy (or similar business accounting software platforms).</li><li>
Ability to troubleshoot office equipment (e.g., copiers/printers) and assist with setting up virtual meetings in conference rooms.</li><li>
Excellent written and verbal communications skills, including thorough knowledge of grammatical rules, spelling, punctuation, and use of proper syntax; solid proofreading and editing skills.</li><li>
Must be able to multi-task and demonstrate the ability to juggle multiple competing tasks and demands.</li><li>
Ability to take ownership and work independently with minimal supervision and direction.</li><li>
Must have high level of discretion to handle sensitive and confidential situations.</li><li>
Position requires continually demonstrated poise, tact, and diplomacy.</li><li>
This position is required to be in the office 4 days a week, Monday through Friday, during normal business hours. Occasionally it requires support of social events outside of normal business hours.</li><li>
Physical requirements:<ul><li>
Reaching: Extending hands and arms in any direction</li><li>
Standing: Remaining upright on the feet, particularly for sustained periods of time</li><li>
Sitting: Remaining in a sitting position, particularly for sustained periods of time</li><li>
Lifting: Raising objects from a lower to a higher position or moving objects horizontally from a position</li><li>
Repetitive motions: Making a substantial movement (motion) of the wrist, hands and/or fingers</li></ul></li></ul>
Welcome to our Support Organization
We take pride in keeping Ramboll running smoothly, enabling bright minds throughout the organization to focus on their areas of expertise as we tie together all parts of the business. We provide support within areas like Finance, HR, IT, Legal, Communication, Facilities Management and more, coordinating efforts and securing common ground for the development and servicing of clients and markets.
What we can offer you<ul><li>
Generous Paid Time Off</li><li>
Excellent health and retirement benefits</li><li>
Investment in your development</li><li>
Leaders you can count on, guided by our Leadership Principles</li><li>
Appreciation for the unique person you are</li><li>
The long-term thinking of a foundation-owned company</li><li>
Inspiration from colleagues, clients, and projects</li></ul>
Salary Transparency
Our compensation reflects the cost of labor across several U.S. geographic markets, and we pay differently based on those defined markets. The U.S. pay range for this position is $60,000 - $70,000 annually and does not include overtime or other forms of compensation or benefits. Pay within this range varies by work location and may also depend on job-related knowledge, skills, and experience. Your recruiter can share more about the specific salary range for the job location during the hiring process.
Work at the heart of sustainable change
Ramboll is a global architecture, engineering, and consultancy company. We believe that the purpose of sustainable change is to create a thriving world for both nature and people. So, that&rsquo;s where we start &ndash; and how we work. At Ramboll, our core strength is our people, and our history is rooted in a clear vision of how a responsible company should act. Being open and curious is a cornerstone of our culture. We embrace an inclusive mindset that looks for fresh, diverse, and innovative perspectives. We respect, embrace, and invite diversity in all forms to actively cultivate an environment where everyone can grow and realize their full potential.
Where People Flourish
Our mission is to create sustainable societies where people and nature flourish. This means that a culture of inclusion is embedded in everything we do. Our people bring diverse backgrounds and experiences to the company, enabling us to deliver innovative and forward-thinking solutions to our clients. We also know how important it is to achieve the right balance of where, when, and how much you work. At Ramboll, we offer flexibility as part of our positive and inclusive approach to work. 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 job.advert.accessibility@ramboll.com with such requests.
Ready to join us?
Please submit your application. Be sure to include all relevant documents including your CV and a brief cover letter outlining your accounting and project management background and other skills to the responsibilities of the position. Please note, applicants must be currently authorized to work in the United States on a full-time basis. No sponsorship is available for this position.
Thank you for taking the time to apply, we look forward to receiving your application! 
Additional Information 
All your information will be kept confidential according to EEO guidelines.</div>

Office Manager

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