Administrative Assistant
Stantec Buildings is on a mission to become the world’s leading integrated design practice. Our architects, engineers, interior designers, sustainability specialists, and technologists are passionate about the power of design. We take an innovative, collaborative approach to projects, sharing a common belief that sustainable design for the built environment can make the world a better place for future generations. Join us and design your place with Stantec.
Your Opportunity:
We are currently seeking an Administrative Assistant for our Vancouver, BC office. This position is 5 days/week – remote & office. We are looking for a highly motivated individual with administrative skills to provide support to our Vancouver 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 Buildings group.
Your Key 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.
- Formatting, proof reading and preparation of all types of documents including but not limited to reports, proposal, specifications, presentations, contracts, drawings, spreadsheets, tenders etc. 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.
- Assist with entering/updating proposal pursuits and project information into the company-wide database.
- Electronic file management and records management.
- Add/update resumes and project profiles in the company-wide database.
- Order business cards, and promotional materials as required.
- Assist with PowerPoint presentations, proposal assembly, online research.
- Assist with special event planning, including social committee activities, staff meetings.
- Cover reception desk as needed.
- Other duties may be assigned such as team building initiatives with the Buildings and Administrative teams.
- Coordinate learning credit Lunch N Learns with Architects, Intern Architects and Engineers-In-Training.
Your Capabilities and Credentials:
- Proficient level of skills/experience using Microsoft Word, Excel, PowerPoint and, Outlook, MS Teams, and Adobe skills with managing PDFs.
- Proofreading and editing skills an asset.
- 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.
- Self-motivated and able to take responsibility.
- Punctual and reliable.
- Flexible attitude.
- Ability to build good relationships at all levels, internally and externally.
- Willing to undergo security clearance to work on confidential projects.
Education and Experience
- Experience and education relating to office administration with 2+ years’ experience in a consulting environment; experience within a consulting engineering or architecture professional environment is highly desirable.
Typical hybrid office environment working with computers and remaining sedentary for periods of time with standard ergonomic sit-stand desks.
Stantec is a place where the best and brightest come to build on each others’ talents, do exciting work, and make an impact on the world around us. Join us and redefine your personal best. #DesignYourPlace