Administrative Assistant

Kimley-Horn; Tulsa (OK); On-site; USD 42,000 - 54,000; Full time

Benefits offered by this job

Retirement match

Health coverage

Time off

Student loan matching

Training & development

Family benefits

Job summary

Kimley-Horn is seeking an Administrative Assistant to join our team in Tulsa, OK in-office role. You will support proposals, schedules, travel, and meeting logistics while maintaining confidentiality and providing exceptional service to clients and staff.

The role requires strong MS Office skills, attention to detail, and the ability to manage competing priorities in a fast-paced environment. Occasional travel and collaboration with firm leaders are expected.

Qualifications

• 4+ years in a corporate/professional Administrative role.
• Strong verbal and written communication skills (grammar/proofreading).
• 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 in an environment where leaders travel off site.

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, scanning).
• 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 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.

Skills

Verbal communication

Written communication

Deadline-driven

Confidentiality

Multitasking

Self-starter

Tools

MS Office Suite

PowerPoint

Job description

Overview

Kimley-Horn is looking for an Administrative Assistant to join our team in our Tulsa, Oklahoma (OK)! This is an in-office role.

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
  • This 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
• Partner with other administrative staff 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

Qualifications

• 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
• Contract management and billing experience preferred
• Graphics and PowerPointskills preferred

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.