Administrative Assistant – ( 220001Y8 )
Description
Your Opportunity
We’re active members of the communities we serve. That’s why at Stantec, we always design with community in mind.
The Stantec community unites approximately 22,000 employees working in over 400 locations across six continents. Our work—engineering, architecture, interior design, landscape architecture, surveying, environmental sciences, project management, and project economics, from initial project concept and planning through design, construction, and commissioning—begins at the intersection of community, creativity, and client relationships. With a long-term commitment to the people and places we serve, Stantec has the unique ability to connect to projects on a personal level and advance the quality of life in communities across the globe. Stantec trades on the TSX and the NYSE under the symbol STN. Visit us at stantec.com or find us on social media.
We are currently seeking an Administrative Assistant for our Burnaby, BC office. This position is full time (5 days/week – office & remote). We are looking for a highly motivated individual with administrative skills to provide support to our Burnaby office and secondary support to the other offices and staff of Stantec as required. The administrative team works together as a pool of support for our Water group.
Your Responsibilities
The duties of administrative support include, but are not limited to the following:
Perform clerical functions such as typing, filing, scanning, photocopying, courier and printing.
Travel coordination including booking flights, hotels and car rentals.
Prepare or assist with contract documents, letters, meeting minutes, spreadsheets, specifications, and report formatting to company standards as assigned.
Electronic calendar management including scheduling meetings, boardroom bookings, arranging catering and making lunch reservations as required.
Assist with preparation of expense submissions and timecard administration.
Order business cards, and promotional materials as required.
Prepare and submit cheque requests, invoice coding and equipment requisition forms.
Assist with special event planning, including social committee activities, staff meetings.
Support the Burnaby IT group with IT equipment setup and onboarding for Water staff.
Support the office safety and environmental programs with various reporting requirements.
Review request for proposals, expressions of interest, and statements of qualifications to ensure compliance with submission requirements and determine optimal presentation of content.
Coordinate back-up technical editing and proposal compilation support as needed for overflow proposal work
Maintain content management databases to ensure that accurate, up-to-date information is readily available for efficient development of proposals.
Add/update resumes and project profiles in the company-wide database.
Data entry in spreadsheets, updating SharePoint sites, filling out corporate forms, etc.
Assist with PowerPoint presentations.
Electronic file management, including creation of new files, filing, and coordinating with Records Management the offsite storage of project records.
Other duties may be assigned.
Willing to undergo security clearance to work on confidential projects.
Assist with learning credit Lunch N Learns with Intern Architects and Engineers-In-Training.
Team building initiatives with the Water and Administrative teams.
Qualifications
Your Capabilities and Credentials
Proficiency with web-based tools and applications including Microsoft Office, (Word, Excel, PowerPoint, Outlook, MS Teams) SharePoint, and Adobe Acrobat skills with managing PDFs.
Diploma in office administration with 3 years of administrative assistant experience in a consulting environment; experience within a consulting engineering or architecture professional environment is highly desirable.
Detail oriented and organized, with exceptional prioritization skills
Ability to work effectively within a group as well as independently motivated with minimal supervision and able to take responsibility
Capability to effectively communicate with senior management, supervisors, peers and clients, internally and externally
Flexible, able to work overtime to meet changing project deadlines as required
Familiarity with ISO 9001 an asset.
Legally able to work in the country in which the position is based.
Ability to prioritize duties and work under pressure and tight deadlines.
Written and verbal communication skills – articulate and diplomatic manner.
Demonstrate initiative and a proactive approach to daily tasks.
Great interpersonal skills and ability to work independently as well as part of an effective team.
Methodical, accurate and consistent attention to detail.
Good organizational skills.
Ability to manage sensitive and sometimes confidential information.
Punctual and reliable.
Ability to build good relationships at all levels, internally and externally.
Primary Location : Canada-British Columbia-Burnaby
Job : Administrative Support
Organization : BC-1117 Water-CA British Columbia
Employee Status : Regular
Job Level : Individual Contributor
Travel : No
Schedule : Full-time
Job Posting : May 25, 2022, 4:31:49 PM
Req ID: 220001Y8
Stantec provides equal employment opportunities to all qualified employees and applicants for future and current employment and prohibit discrimination on the grounds of race, color, religion, sex, national origin, age, marital status, genetic information, disability, protected veteran status, sexual orientation, gender identity or gender expression. We prohibit discrimination in decisions concerning recruitment, hiring, referral, promotion, compensation, fringe benefits, job training, terminations or any other condition of employment. Stantec is in compliance with local, state and federal laws and regulations and ensures equitable opportunities in all aspects of employment. EEO including Disability/Protected Veterans
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