Administrative Assistant

Kimley-Horn, one of Fortune Magazine’s “100 Best Companies to Work For,” has an exciting opportunity for an Administrative Assistant to join our team in San Diego, CA! We are seeking an outgoing, proactive self-starter to provide administrative support to our growing office in San Diego.

Ideally, you are looking to grow within a people-centric fast-growing company. You’re not afraid to take initiative because you can go with the flow. You get done what needs to be done and don’t wait for someone to tell you what to do next. Being a vital component to the success of the team really excites you!

The Administrative Assistant is someone who enjoys keeping things organized, loves people, and knows how to be flexible when things don’t go as planned. Your strength is keeping things organized and getting the job done. Some may call you a perfectionist; we just call you a detail-oriented rockstar!

You are a resourceful go-getter comfortable wearing multiple hats, ready to roll up your sleeves and get to work, all the while generating positive vibes. You thrive in grey and love coming up with creative ideas and solutions. You should be thoughtful, a strong writer, possess almost obsessive attention to detail, and is the first to get in the mix when helping means the chance to learn more.

Primarily you will focus on providing office management and administrative assistance.

Office Management:

• Manage front desk reception area; greet visitors both face to face and on the phone.
• Maintain general housekeeping for reception area, conference rooms and kitchen; perform floor walks to identify facility needs, i.e. light bulbs, leaks, etc.; coordinate various building maintenance activities with property management.
• Manage Staples supply order to ensure office supplies are always stocked; submit special supply order requests as needed.
• Manage calendar of shared office resources including conference rooms and fleet vehicles, booking time slots and handling scheduling conflicts as necessary.
• Coordinate FOB access, parking and desk space for new hires and office visitors.
• Manage incoming and outgoing mail/packages, including making labels, distributing mail, ordering/printing postage and mailing supplies as needed.
• Facilitate annual office safety compliance review.
• Partner with VP of Fun on all office-wide events.

Administrative Assistance:

• Order catering for internal and external meetings.
• Receive and process invoices; support Practice in completing timely expense reports.
• Assist with producing plans, contract documents, project manuals and reports (copying, printing and/or scanning documents) and requesting insurance certificates.
• Regularly run local errands, i.e. dropping off documents.
• Coordinate travel as requested.
• Special projects as identified.

This job is ideal for someone who is:

• People-oriented - genuinely enjoys interacting with people and working in a team atmosphere; easily talks with anyone.
• Autonomous/Independent - enjoys working with little direction.
• Dependable - more reliable than spontaneous; take-charge mentality.
• Service-minded – naturally gravitates towards helping others and truly enjoys doing so.
• Capable of projecting a positive demeanor no matter the situation.
• Self-motivated - able to take direction, but also demonstrate initiative and make decisions.
• Able to multi-task and support multiple project managers.
• Able to learn new tasks and/or software programs quickly.

Salary Range:

$54,000 - $70,000

• Available to work 8:00am – 5:00pm Monday - Thursday and 8:00 am – 3:00pm Friday; flexibility may be available if specific needs are addressed during interview process.
• H.S. Diploma or equivalent with minimum 4 years related experience; Bachelor’s degree and 1-2 years administrative support strongly preferred.
• Strong writing, editing and proofreading skills.
• Valid driver’s license; ability and willingness to run local errands regularly, i.e. dropping off documents.
• Valid Notary, or ability to become quickly certified.
• Proficiency with MS Office including Word, Excel, PowerPoint, Outlook and Adobe Pro/Creative Cloud.

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 17 years!