Administrative Assistant: Calendar, Travel & Invoicing

Kimley-Horn; Austin (TX); On-site; USD 42,000 - 52,000; Full time

Benefits offered by this job

Retirement plan

Health coverage

Time off

Student loan matching

Tuition reimbursement

Family-friendly benefits

Job summary

Kimley-Horn in Austin North, Texas is seeking an Administrative Assistant to join our team. This is not a remote position.

You will support project teams with document preparation, proposals, fee estimates, schedules, travel, and invoicing while maintaining confidentiality and professional client relations. The role requires 4+ years in an administrative office, strong MS Office skills, and the ability to manage multiple priorities in a fast-paced environment.

Qualifications

• 4+ years in a corporate/professional Administrative role.
• Excellent verbal and written communication, grammar and proofreading.
• Strong MS Office Suite proficiency.
• Professional, organized, client-oriented, and deadline driven.
• Ability to maintain confidentiality.
• Anticipates needs and manages competing priorities.
• Team player with commitment to quality.
• Self-starter in a travel-friendly leadership environment.
• Contract management and billing experience preferred.
• Graphics and PowerPoint skills preferred.

Responsibilities

• Assist with word processing, revising client proposals and fee estimates.
• Produce plans, manuals, and reports, including copying, printing, binding, filing, and scanning.
• Compile meeting agendas, minutes, and other documents.
• Manage Outlook calendars and scheduling.
• Book travel arrangements and manage expense reports.
• Support the firm’s monthly invoicing activities.
• Partner with administrative staff and firm leaders.
• Manage reception: answer/direct calls, receive packages, greet visitors.
• Order supplies and maintain production rooms and common areas.
• Assist with event planning and coordination.
• Run occasional errands.

Skills

Administrative experience

Communication skills

MS Office

Organizational skills

Confidentiality

Prioritization

Team player

Self-starter

Contract management

PowerPoint

Outlook

Tools

PowerPoint

Outlook

Job description

Kimley-Horn in Austin North, Texas is seeking an Administrative Assistant to join our team. This is not a remote position.

You will support project teams with document preparation, proposals, fee estimates, schedules, travel, and invoicing while maintaining confidentiality and professional client relations. The role requires 4+ years in an administrative office, strong MS Office skills, and the ability to manage multiple priorities in a fast-paced environment.