Address
Form of workMany of the world's top engineers and scientists come together in our Water business because they view a community's interaction with water a bit differently-as a single holistic system, rather than unconnected networks divided by jurisdictional boundaries. Working throughout the hydrologic cycle, we are delivering sustainable solutions to make sure water is where it should be and available when needed. Our experts guide our work with scientific rigor, an innovative spirit, and a vision for growth. Every day, we help communities improve, reuse, and protect this precious resource for future generations.
Your Opportunity
We are seeking an Administrative Assistant who has a passion for detail and enjoys working in a fast-paced, unique team environment. As an Administrative Assistant, you will work with both the administrative and technical teams to assist with the production of accurate deliverables under tight timelines, assist local leadership in the daily operations of an engineering office, and provide remote administrative support to the staff in several offices across the firm.
At Stantec, we believe that truly transformative work is born from a culture that values diversity. It's our diversity of thought and expression that sets us apart as an employer-it is through our combined creativity, innovation, and expertise that we do our best work for our clients and have a lasting impact on our world. Stantec's leadership sees our people as our most valuable resource and is committed to the health, well-being, and safety of our team. While this position is primarily in-office, we have adopted a flexible work environment, including remote work as appropriate, so that our team members can deliver their best both in and outside the office.
Your Key Responsibilities
Your primary responsibilities include the following:
- Create a great first impression, and interface in a professional and positive manner while greeting clients, staff, and vendors both in person and over the phone.
- Maintain office security by following safety procedures and controlling access via the reception desk (monitor logbook, issue visitor badges, etc.)
- Perform clerical and administrative functions such as filing, sorting mail, package handling, data entry, scheduling meetings, event planning, travel booking, answering phones and greeting guests, assisting colleagues in ordering business cards and promotional materials.
- Assemble hard copy and electronic (Adobe Acrobat) reports from text, figures, drawings, and attachments provided by others;
- Process and prepare mail and packages for shipment;
- Building Maintenance/Housekeeping - track/report maintenance/housekeeping issues to property management team.
- Order office supplies and maintain supply inventory.
- Assist with timecard monitoring and completion when necessary.
- Maintain the reception area and conference rooms
- Keep kitchen clean with supplies stocked and organized.
- Respond to staff needs in a timely and effective manner.
- Review and submit invoices for payment to Accounts Payable.
- Serve as the Office Safety and Environmental Coordinator (OSEC) which includes but is not limited to, act as a resource to local office operations in the administration of day-to-day safety activities, personal protective equipment (PPE) inventory, and post and distribute HSSE (Health, Safety, Security, and Environment) Program documents.
- Assist with printing and laminating, as well as ensuring proper operation of equipment such as completing preventative maintenance requirements and calling for repairs.
- Assist marketing support team with office website content.
- Assist engineering team with off-site records storage and retrieval.
- Support project teams with deliverables in Microsoft Word, Excel, and PowerPoint, including, but not limited to, formatting internal and external memos, letters, correspondence, and reports.
- Support HR and the onboarding processes. Input new employees' resumes into the Marketing database.
- Perform other administrative duties as requested.
Your Capabilities and Credentials
- Availability 8:00 AM to 5:00 PM, Monday to Friday.
- Customer-service orientated, able to create a positive and professional first-impression in all interactions, especially with clients and industry third-parties.
- Advanced written, verbal, and interpersonal communication skills.
- Detail-orientated, strong multi-tasking skills with the ability to prioritize multiple concurrent assignments and meet deadlines.
- Resourceful, able to work independently and take initiative.
- Ability to anticipate needs, think critically, and offer solutions or suggestions for improvement.
- Ability to organize and manage a variety of tasks and activities while maintaining flexibility and demonstrated follow-up skills.
- Advanced skills in MS Office Suite, including Outlook, Word, Excel, PowerPoint, and Visio, as well as Adobe.
- Able to maintain discretion and confidentiality at all times.
- The ability to lift 15-25lbs (office supplies, cases of paper)
Education and Experience
- Minimum of a high school diploma, however, business administration diploma from an accredited college would be considered an asset or equivalent work experience.
- 5 years of professional experience operating in an administrative office support/receptionist capacity with demonstrated skill to support a business effectively.
Position will primarily work in an office setting.
This description is not a comprehensive listing of activities, duties or responsibilities that may be required of the employee and other duties, responsibilities and activities may be assigned or may be changed at any time with or without notice.
Stantec is a place where the best and brightest come to build on each other's talents, do exciting work, and make an impact on the world around us. Join us and redefine your personal best.
