Proactive Office & Calendar Coordinator (In-Office)

Kimley-Horn; Chattanooga (TN); On-site; USD 35,000 - 48,000; Full time

Benefits offered by this job

Retirement plan

Health coverage

Flexible time off

Bonuses

Tuition reimbursement

New parent leave

Job summary

Kimley-Horn in Chattanooga, TN is seeking an Administrative Assistant for an in-office role. You will support proposals, plans, manuals, reports, and client communications while managing calendars, travel, invoicing, and reception.

The ideal candidate has 2+ years in an administrative role, strong communication, confidentiality, and MS Office skills, with a proactive, team-focused approach.

Qualifications

• 2+ years in an administrative role in a corporate environment.
• Strong grammar and proofreading skills.
• Proficiency in MS Office Suite.
• Organized, client-oriented, and deadline driven.
• Ability to maintain confidentiality.
• Anticipate needs and manage competing priorities.
• Positive team player with commitment to quality.
• Willingness to travel for client visits.
• Contract management and billing experience preferred.
• Graphics and PowerPoint skills preferred.

Responsibilities

• Assist with revising client proposals, fee estimates, scope of services, forms, progress reports, and other project documents.
• Assist with producing plans, project manuals, and reports; this includes copying, printing, binding, filing, and scanning.
• 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 and firm leaders.
• Manage reception activities including answering/directing 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

MS Office Suite

Verbal & written communication

Attention to detail

Confidentiality

Prioritization

Team player

Contract management

PowerPoint skills

Job description

Kimley-Horn in Chattanooga, TN is seeking an Administrative Assistant for an in-office role. You will support proposals, plans, manuals, reports, and client communications while managing calendars, travel, invoicing, and reception.

The ideal candidate has 2+ years in an administrative role, strong communication, confidentiality, and MS Office skills, with a proactive, team-focused approach.