Overview

Kimley-Horn is looking for an Administrative Assistant to join our team in Oakland, CA! This is not a remote position.

Responsibilities

• Manage multiple deadlines to successful on-time completion including but not limited to assisting with required proposal documentation such as forms, questionnaires, and pre-qualification applications
• Support for general administrative needs for all teams, including but not limited to printing/binding of marketing proposals, presentation materials, reports, etc.
• Assist with word processing, including labels, revisions to proposals, etc., as needed utilizing Adobe Acrobat Pro
• Maintain databases in a champion/trainer capacity
• Process invoices, sponsorships, subscriptions, and creating/managing user accounts for integral online resources
• Assist with conference and exhibit coordination
• Schedule and arrange meetings and/or training sessions, reserve conference rooms, order catering, and distribute agendas
• Make travel arrangements including hotels, flights, and rental cars and assist with expense reports
• Coordinate special events including team-building events
• Keep the production room organized and stocked
• Process confidential information such as various staff reports, management committee documents, and miscellaneous other documents
• Assist with meeting minutes and memos as needed
• Ability to review and edit document formatting thoroughly (i.e. page orientation, headers and footers, and table of contents)
• Working with building management on various requests
• New hire set up
• Assist other staff when needed; some light receptionist duties will be required

Qualifications

• Intermediate proficiency in the latest version of Microsoft Office (Excel, Outlook, and Word). Adobe Acrobat Pro and InDesign experience a plus
• 3 years of relevant administrative experience
• Strong communication skills including grammar and punctuation skills
• Ability to manage and balance multiple priorities and anticipate needs in a deadline-driven environment
• Take-charge attitude and the ability to work overtime when necessary to meet deadlines
• Strong interpersonal skills: able to work well as part of a team and willing to support others with a wide range of tasks
• Able to stand for extended periods and bend/stoop occasionally, lift or maneuver boxes with or without accommodation
• Desire and commitment to providing excellent service
• Self-Motivated: quick to learn and willing to develop new skills
• Professional and client-oriented/highly organized and detail-oriented
• Be visible and available

Salary Range:

$58,000 - $80,000

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 16 years!