Administrative Assistant

About the Role

The assistant will handle document preparation, including revising proposals, fee estimates, and project reports, as well as producing plans and manuals. Responsibilities also include copying, printing, binding, filing, scanning, and compiling meeting materials. Calendar management, travel arrangements, expense reporting, and monthly invoicing support are also part of the role. Reception duties such as answering calls, directing visitors, and managing packages will be managed alongside ordering supplies and maintaining production and common areas. The role also assists with event planning, coordination, and occasional errands, while partnering with other administrative staff and firm leaders. • Revise client proposals, fee estimates, scopes of services, forms, progress reports, and other project documents • Produce plans, project manuals, and reports; handle copying, printing, binding, filing, and scanning • Compile meeting agendas, minutes, and miscellaneous documents • Manage Outlook calendars and schedule meetings/calls • Arrange travel and process expense reports • Support monthly invoicing activities • Collaborate with other administrative staff and firm leaders • Manage reception duties: answer/direct calls, handle packages, greet visitors • Order and maintain supplies; upkeep production and common areas • Assist with event planning and coordination • Run occasional errands

Key Responsibilities

• ▸document prep
• ▸plan production
• ▸calendar management
• ▸travel coordination
• ▸invoicing support
• ▸reception

What You Bring

Candidates should hold a bachelor’s degree or have at least two years of administrative experience in a corporate setting. Strong verbal and written communication, proficiency in the Microsoft Office Suite, professionalism, organization, and the ability to maintain confidentiality are required. The ideal applicant can anticipate needs, manage competing priorities, and thrive as a self-starter and positive team player; contract management, billing, graphics, and PowerPoint skills are a plus. • Bachelor’s degree or minimum 2 years administrative experience in a corporate/professional setting • Excellent verbal and written communication, including grammar and proofreading • Strong proficiency in Microsoft Office Suite • Professional, organized, client-oriented, and deadline-driven • Ability to maintain confidentiality and anticipate needs • Skilled at managing competing priorities and working independently • Preferred: contract management and billing experience, graphics, and PowerPoint skills

Requirements

• ▸bachelor’s
• ▸microsoft office
• ▸communication
• ▸confidentiality
• ▸contract mgmt
• ▸powerpoint

Benefits

Kimley-Horn emphasizes people, clients, and employees, fostering a culture where quality and employee growth are prioritized, reflected in its long-standing placement on Fortune’s “100 Best Companies to Work” list. Employees enjoy an exceptional retirement match, comprehensive health coverage, flexible time off, financial wellness programs, professional development opportunities, and family-friendly benefits. • 2-to-1 company match on up to 4% of eligible compensation plus profit-sharing • Low-cost medical, dental, and vision insurance options • Flexible time off, personal leave, floating holidays, and half-day Fridays • Student loan matching in 401(k) and performance-based bonuses • Tuition reimbursement and extensive internal training programs • New parent leave, family-building benefits, and childcare resources

Work Environment

Office Full-Time