Administrative Assistant

Kimley-Horn; Minnesota; On-site; USD 55,000 - 65,000; Full time

Benefits offered by this job

Exceptional Retirement Plan

Comprehensive Health Coverage

Time Off

Financial Wellness

Professional Development

Family-Friendly Benefits

Job summary

Kimley-Horn in Saint Paul, MN is seeking a proactive Administrative Assistant to join our in-office team. You will provide administrative support to multiple project teams, manage calendars, assist with proposals, travel, invoicing, and event coordination, and help keep offices organized.

The ideal candidate has 2+ years in an admin role, strong writing and proofreading skills, and excellent communication. This role offers a structured environment with growth opportunities and comprehensive

Qualifications

• 2+ years in an administrative role within a corporate environment.
• Strong writing and proofreading abilities.
• Excellent verbal and written communication skills.

Responsibilities

• Revise client proposals, fee estimates, scope of services, forms, progress reports and other project documents.
• Produce exhibits, plans, project manuals and reports.
• Compile meeting agendas, minutes and other documents.
• Attend project meetings to record minutes.
• Proactively manage Outlook calendars (meetings/call scheduling).
• Book travel and manage expense reports.
• Support monthly invoicing activities.
• Collaborate with other administrative staff and firm leaders.
• Support reception activities including phone calls, packages, and visitor greetings.
• Maintain production and supply rooms and common areas.
• Assist with event planning and coordination.
• Run occasional work-related errands.

Skills

2+ years administrative experience

MS Office proficiency

Proofreading / writing

Communication skills

Calendar management

Organizational skills

Tools

MS Office Suite

PowerPoint

Job description

Overview

Kimley-Horn, one of Fortune Magazine’s “100 Best Companies to Work For,” has an exciting opportunity for an Administrative Assistant to join our team in Twin Cities! We are seeking a proactive self-starter to provide administrative support to our teams!This is an in-office role at 767 Eustis Street Suite 100 Saint Paul, MN.

The person enjoys organization, loves interacting with people, and remains flexible when plans change. Your strengths include keeping things in order, proof reading, and completing tasks efficiently. You are resourceful, can juggle multiple roles, and generate positive energy. You excel in uncertainty and enjoy creating innovative solutions. You should be thoughtful, an excellent writer, highly detail-focused, and eager to help and learn. This role involves a mix of administrative duties and projects like event planning and supporting marketing efforts.

Office schedule for this opportunity: Monday through Thursday 7:30 am –5:30 pm (1 hour lunch), and 8:00 am –12:00 pm on Friday.

Responsibilities

• Assist with revising client proposals and fee estimates, scope of services, forms, progress reports, and other project documents
• Assist with producing exhibits, plans, project manuals, and reports
• Compile meeting agendas, minutes, and other miscellaneous documents
• Attend project meetings to record minutes
• 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 firm leaders
• Support reception activities including: answer/direct phone calls, send/receive packages, and greet visitors as needed
• Maintain and upkeep production rooms, supply rooms, and common areas
• Assist with event planning and coordination, including conference room set up
• Run occasional work-related errands during regular business hours

Qualifications

• 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; PowerPoint skills highly preferred
• 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
• Contract management and billing experience preferred

Salary Range: $55,000 to $65,000

Depending on applicable experience and education.

Why Kimley-Horn?

At Kimley-Horn, we do things differently. People, clients, and employees are at the forefront of who we are. Clients know we prioritize achieving their goals and growing their success. Employees know our culture and approach to business are built on a desire to provide an environment for everyone to flourish. Our commitment to quality is only as good as the people behind it— that’s why we welcome and develop passionate, hardworking, and proactive employees. We take pride in how our employee retention, robust benefits package, and company values have led to Kimley-Horn’s placement on the Fortune “100 Best Companies to Work” list for 19 years!

Key Benefits at Kimley-Horn

• Exceptional Retirement Plan: 2-to1- 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.