Administrative Assistant- Marketing

Kimley-Horn; Charlotte (NC); On-site; USD 38,000 - 48,000; Full time

Benefits offered by this job

Retirement plan

Health coverage

Time off

Bonuses

Tuition reimbursement

Family benefits

Job summary

Kimley-Horn in Charlotte, NC seeks an Administrative Assistant to support the Carolinas Marketing team. The role requires proactive, detail-oriented individuals with strong organizational skills in a fast-paced office environment.

You will handle tasks from RFQ review and travel booking to proposal production, event support, data management in Vision, and calendar coordination. This is an in-office opportunity that offers a collaborative culture and growth within a leading multidisciplinary firm.

Qualifications

• Minimum of 2 years’ experience in a professional office environment.
• Proficiency in Microsoft Office Suite, including Word, Outlook, Excel, and PowerPoint.
• Detail-oriented with strong organizational and multitasking abilities.
• Ability to work under tight deadlines and handle multiple assignments.
• Positive attitude and being a team player.

Responsibilities

• Review and distribute project opportunities/advertisements (RFQs) to marketing leadership
• Maintain general marketing inbox
• Prepare expense reports and book travel
• Responsible for day-to-day production of proposals, leave behinds, reports, etc.
• Support conference and event planning efforts
• Assist project managers and Marketing Coordinators on assignments, including gathering resume information and project experience
• Gather and compile materials for marketing proposals
• Assist in research tasks to support marketing managers/leaders
• Update and maintain project, employee, and client data in Vision
• Print and bind large, technical documents
• Coordinate and arrange meals for special events, meetings, and luncheons
• Assist in subconsultant information gathering and coordination as directed
• Coordinate conference rooms/meetings/staff calendars
• Coordinate FedEx and courier delivery services
• Track and report recently won projects
• Additional duties as assigned

Skills

Microsoft Office

Detail-oriented

Organizational skills

Multitasking

Deadline-driven

Team player

Job description

Overview

Kimley-Horn has a rewarding and challenging opportunity for an Administrative Assistant to support the Carolinas Marketing team in Charlotte, North Carolina (NC). The ideal candidate will be proactive, detail-oriented, and have strong organizational skills while displaying the ability to work in a fast-paced environment. This is an in office position.

Responsibilities

• Review and distribute project opportunities/advertisements (RFQs) to marketing leadership
• Maintain general marketing inbox
• Prepare expense reports and book travel
• Responsible for day-to-day production of proposals, leave behinds, reports, etc.
• Support conference and event planning efforts
• Assist project managers and Marketing Coordinators on a variety of assignments, including gathering resume information and project experience, assisting with complex forms, and gathering/compiling additional materials necessary for marketing proposals
• Help with a wide range of research tasks to assist marketing managers/leaders on various efforts
• Update and maintain project, employee, and client data in Vision (marketing database)
• Print and bind large, technical documents
• Coordinate and arrange meals for special events, rehearsal meetings, presentations, projects, and department luncheons
• Assist in gathering information from subconsultants and perform some subconsultant coordination duties as directed by the Marketing Coordinator
• Coordinate conference rooms/meetings/staff calendars
• Coordinate and arrange FedEx and courier delivery services
• Track and report recently won projects
• Additional duties as assigned

Qualifications

• Minimum of 2 years’ experience in a professional office environment
• Proficiency in Microsoft Office Suite, including Word, Outlook, Excel, and PowerPoint
• Detail-oriented
• Strong organizational skills and multi-tasking abilities
• Ability to work under tight deadlines and handle multiple assignments concurrently
• Positive attitude/support mentality
• Team player

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.