Legal Administrative Assistant

Overview

Kimley-Horn is seeking a highly organized and detail-oriented Legal Administrative Assistant to support our Corporate Legal Team in Reston, Virginia (VA). This role is ideal for a proactive individual who thrives in a fast-paced environment and enjoys managing a variety of administrative and legal support functions.  The successful candidate will play an important role in supporting litigation processes, internal legal operations, and team coordination efforts.

This is not a remote position.

Responsibilities

Financial & Payment Processing• Process invoices related to legal defense costs and maintain accurate tracking spreadsheets• Process settlement payments• Maintain and update settlement tracking records

Litigation & Legal Process Support• Prepare and submit litigation hold requests• Maintain and update litigation hold tracking logs; release holds as needed• Calendar and track scheduling orders and key deadlines for active lawsuits

Administrative & Operational Support• Prepare and submit expense reports for legal team leadership• Book travel arrangement s for legal team leadership• Plan team meetings, including scheduling and logistics coordination, agendas and meals• Maintain and update Legal Team calendars• Other administrative responsibilities as needed

Internal Systems & Content Management• Update and maintain the Legal Page, including uploading: o FAQso Legal resources and documents• Maintain and update the Employee License List monthlyCompliance & Documentation Support• Process and track subconsultant Certificates of Insurance (COIs)• Assist with updating legal resources and documents

Qualifications

• 3+ years of administrative experience (legal or corporate environment preferred)• Strong organizational skills with the ability to manage multiple priorities• High attention to detail and accuracy in data tracking and documentation• Ability to work independently and handle confidential information with discretion• Strong communication and interpersonal skills

Preferred:

• Experience supporting legal teams, litigation processes, or claims management• Familiarity with tools such as Microsoft Excel, Teams, and internal workflow systems• Experience with invoice processing, expense reporting, or settlement tracking

Salary Range: $53,000 - $80,500 depending on applicable experience.

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 19 years!

Key Benefits at Kimley-Horn

• Exceptional Retirement Plan: 2-to1- company match on up to 4% of eligible compensation (salary + bonus) and additional profit-sharing contribution.
• Comprehensive Health Coverage: Low-cost medical, dental, and vision insurance options.
• Time Off: Personal leave, flexible scheduling, floating holidays, and half-day Fridays.
• Financial Wellness: Student loan matching in our 401(k), and performance-based bonuses.
• Professional Development: Tuition reimbursement and extensive internal training programs.
• Family-Friendly Benefits: New Parent Leave, family building benefits, and childcare resources.

Responsibilities

Financial & Payment Processing
• Process invoices related to legal defense costs and maintain accurate tracking spreadsheets
• Process settlement payments
• Maintain and update settlement tracking records

Litigation & Legal Process Support
• Prepare and submit litigation hold requests
• Maintain and update litigation hold tracking logs; release holds as needed
• Calendar and track scheduling orders and key deadlines for active lawsuits

Administrative & Operational Support
• Prepare and submit expense reports for legal team leadership
• Book travel arrangement s for legal team leadership
• Plan team meetings, including scheduling and logistics coordination, agendas and meals
• Maintain and update Legal Team calendars
• Other administrative responsibilities as needed

Internal Systems & Content Management
• Update and maintain the Legal Page, including uploading:
o FAQs
o Legal resources and documents
• Maintain and update the Employee License List monthly
Compliance & Documentation Support
• Process and track subconsultant Certificates of Insurance (COIs)
• Assist with updating legal resources and documents