Administrative Assistant

Kimley-Horn • Waltham, MA

3d • Onsite

About The Position

Kimley-Horn is looking for an Administrative Assistant to join our team in Waltham, Massachusetts (MA)! This is an in-office position. The role involves supporting various administrative tasks to ensure smooth office operations and client satisfaction.

Requirements

• 2+ years in a corporate/professional environment in an Administrative role
• Strong verbal and written communication skills (grammar/proofreading)
• Strong proficiency in MS Office Suite
• Professional, organized, client-oriented, and deadline driven
• Proven ability to maintain confidentiality
• Able to anticipate needs and manage competing priorities
• Positive team player with commitment to quality
• Self-starter who can thrive in an environment where leaders often travel off site serving clients

Nice To Haves

• Contract management and billing experience preferred
• Graphics and PowerPoint skills preferred

Responsibilities

• Assist with word processing including revising client proposals and fee estimates, scope of services, forms, progress reports, and other project documents
• Assist with producing plans, project manuals, and reports, which can consist of copying, printing, binding, filing, and scanning documents
• Compile meeting agendas, minutes, and other miscellaneous documents
• Proactively manage Outlook calendars (meetings/call scheduling)
• Book travel arrangements and manage expense reports
• Support the office’s monthly invoicing activities
• Partner with other administrative staff and firm leaders
• Manage reception activities including: answer/direct phone calls, send/receive packages, and greet visitors
• Order supplies
• Maintain and upkeep production rooms, supply rooms, and common areas
• Assist with event planning and coordination
• Run occasional errands

Benefits

• 2-to-1 company match on up to 4% of eligible compensation (salary + bonus) and additional profit-sharing contribution
• Low-cost medical, dental, and vision insurance options
• Personal leave, flexible scheduling, floating holidays, and half-day Fridays
• Student loan matching in our 401(k), and performance-based bonuses
• Tuition reimbursement and extensive internal training programs
• New Parent Leave, family building benefits, and childcare resources

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed