Administrative Assistant

Kimley-Horn; Vero Beach (FL); On-site; USD 34,000 - 48,000; Full time

Benefits offered by this job

Retirement plan

Health coverage

Paid time off

Bonuses

Tuition reimbursement

Family benefits

Job summary

Kimley-Horn in Vero Beach, FL is seeking an Administrative Assistant to support proposals, billing, travel, and office operations in a non-remote role.

The candidate should have a Bachelor's degree or 2+ years in an administrative role, plus strong MS Office skills, confidentiality, and a client-focused, deadline-driven mindset. Responsibilities include calendar management, document production, invoicing, and coordinating events and travel.

Qualifications

• Bachelor's degree or 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 travel off site.
• 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, including 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 firm leaders.
• Manage reception activities including answering/direct phone calls, sending/receiving packages, and greeting visitors.
• Order supplies and maintain production rooms, supply rooms, and common areas.
• Assist with event planning and coordination; run occasional errands.

Skills

MS Office proficiency

Communication skills

Organizational skills

Confidentiality

Prioritization

Self-starter

Client-oriented

Education

Bachelor's degree or 2+ years admin experience

Tools

PowerPoint

Graphics

Job description

Overview

Kimley-Horn is looking for an Administrative Assistant to join our team in Vero Beach, Florida (FL)! This is not a remote position.

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
  • 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
• Support the office’s monthly invoicing activities
• 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, and common areas
• Assist with event planning and coordination
• Run occasional errands

Qualifications

• Bachelors Degree or 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
• 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 18 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.