Administrative Assistant- Marketing

Kimley-Horn; Dallas (TX); On-site; USD 42,000 - 54,000; Full time

Benefits offered by this job

Exceptional retirement plan

Comprehensive health coverage

Time off and flexible scheduling

Student loan matching

Tuition reimbursement

Family-friendly benefits

Job summary

Kimley-Horn in Dallas, TX is seeking an Administrative Assistant to support the Marketing team in-office. The role rewards proactive, detail-oriented individuals who thrive in a fast-paced environment.

Responsibilities include assisting project managers and marketing coordinators with proposals, managing CRM data in Dynamics 365, coordinating travel and events, and preparing reports. Strong MS Office skills and teamwork are essential.

Qualifications

• Minimum of 2 years’ experience in a professional office environment.
• Proficiency in Microsoft Office Suite (Word, Outlook, Excel, PowerPoint).
• Data accuracy and strong attention to detail.
• Strong organizational and multi-tasking abilities.
• Experience with CRM or relational databases (Dynamics 365 or similar).
• Ability to learn new software and adapt to evolving processes.
• Capable of meeting tight deadlines while handling multiple tasks.
• Positive attitude and team-focused mindset.

Responsibilities

• Assist project managers and Marketing Coordinators with proposals and materials.
• Produce proposals, leave-behinds, reports, and related marketing documents.
• Support conference and event planning efforts.
• Maintain data in Dynamics 365 and generate reports.
• Prepare expense reports and arrange travel.
• Conduct market research tasks to aid marketing managers.
• Print and bind large technical documents.
• Coordinate meals for events and luncheons.
• Coordinate subconsultant information as directed by the Marketing Coordinator.
• Coordinate conference rooms, staff calendars, and meetings.
• Arrange FedEx and courier delivery services.
• Track recently won projects and report updates.
• Additional duties as assigned.

Skills

Communication

Organization

Detail orientation

Team player

Time management

Tools

Microsoft Word

Microsoft Outlook

Microsoft Excel

PowerPoint

Dynamics 365

Job description

Overview

Kimley-Horn has a rewarding and challenging opportunity for an Administrative Assistant to support the Marketing team in Dallas, Texas (TX) or Fort Worth, Texas (TX). 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

• 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
• Responsible for day-to-day production of proposals, leave behinds, reports, etc.
• Support conference and event planning efforts
• Update and maintain accurate project, employee, and client data in Dynamics 365 (D365), our Marketing CRM, and run reports or pull information as requested by the Marketing team
• Prepare expense reports and book travel
• Help with a wide range of research tasks to assist marketing managers/leaders on various efforts
• 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, with a strong attention to data accuracy and consistency
• Strong organizational skills and multi-tasking abilities
• Experience working in a CRM or relational database (Dynamics 365, Salesforce, Deltek Vision/Vantagepoint, or similar)
• Comfortable learning new software, tools, and workflows quickly, and open to adapting as our processes and technology evolve
• 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.