In-Office Administrative Specialist - Calendar & Travel

Kimley-Horn; Tulsa (OK); Vor Ort; USD 42.000 - 54.000; Vollzeit

Benefits dieser Stelle

Retirement match

Health coverage

Time off

Student loan matching

Training & development

Family benefits

Zusammenfassung

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.

Qualifikationen

• 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.

Aufgaben

• 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.

Kenntnisse

Verbal communication

Written communication

Deadline-driven

Confidentiality

Multitasking

Self-starter

Tools

MS Office Suite

PowerPoint

Jobbeschreibung

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.