On-Site Administrative Assistant — Office & Projects

Kimley-Horn; Virginia Beach (VA); On-site; USD 46,000 - 60,000; Full time

Benefits offered by this job

Exceptional Retirement Plan

Comprehensive Health Coverage

Time Off and flexible scheduling

Student loan matching in 401(k)

Tuition reimbursement and training

Family-friendly benefits

Job summary

Kimley-Horn in Virginia Beach, VA is seeking an Administrative Assistant to join our team in a non-remote, on-site role. You will assist with document preparation, plans and reports, calendar management, travel arrangements, invoicing, and office operations.

Strong MS Office skills and confidentiality are essential, along with excellent communication and organizational abilities. The position emphasizes a proactive, client-oriented approach, teamwork, and the ability to handle multiple

Qualifications

• 2+ years in a corporate/professional Administrative role.
• Strong verbal and written communication skills.
• 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 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; 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.
• Maintain and upkeep production rooms, supply rooms, and common areas.
• Assist with event planning and coordination; run occasional errands.

Skills

Communication skills

MS Office proficiency

Deadline driven

Confidentiality

Self-starter

Team player

Tools

PowerPoint

Job description

Kimley-Horn in Virginia Beach, VA is seeking an Administrative Assistant to join our team in a non-remote, on-site role. You will assist with document preparation, plans and reports, calendar management, travel arrangements, invoicing, and office operations.

Strong MS Office skills and confidentiality are essential, along with excellent communication and organizational abilities. The position emphasizes a proactive, client-oriented approach, teamwork, and the ability to handle multiple