Administrative Assistant

Kimley-Horn • Tulsa, OK

5d • Onsite

About The Position

Kimley-Horn is looking for an Administrative Assistant to join our team in our Tulsa, Oklahoma (OK)! This is an in-office role. Responsibilities include assisting with word processing for client proposals, fee estimates, scope of services, forms, progress reports, and other project documents. This role involves weekly trips to local municipalities to deliver drawings and coordinate with city staff. You will also assist with producing plans, project manuals, and reports, which can include copying, printing, binding, filing, and scanning documents. Other duties include compiling meeting agendas, minutes, and other miscellaneous documents, proactively managing Outlook calendars for meetings and call scheduling, booking travel arrangements, and managing expense reports. You will partner with other administrative staff and firm leaders, manage reception activities such as answering/directing phone calls, sending/receiving packages, and greeting visitors. Additionally, you will order supplies and maintain and upkeep production rooms, supply rooms, kitchen, and common areas. Event planning and coordination assistance is also part of the role.

Requirements

• 4+ 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
• Weekly trips to local municipalities to deliver drawings and coordinate with city staff
• Assist with producing plans, project manuals, and reports (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
• 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, kitchen, and common areas
• Assist with event planning and coordination

Benefits

• Exceptional Retirement Plan: 2-to-1 company match on up to 4% of eligible compensation (salary + bonus) and additional profit-sharing contribution.
• Comprehensive Health Coverage: Low-cost medical, dental, and vision insurance options.
• Time Off: Personal leave, flexible scheduling, floating holidays, and half-day Fridays.
• Financial Wellness: Student loan matching in our 401(k), and performance-based bonuses.
• Professional Development: Tuition reimbursement and extensive internal training programs.
• Family-Friendly Benefits: 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