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. Join us and support our innovative and collaborative project teams as we work to make the world a better place for future generations.
Your Opportunity
We are currently seeking an Administrative Assistant for our Chicago engineering team. This person is an experienced, highly motivated individual who will play a key role by providing support for our project teams. The successful candidate must have strong interpersonal skills, the ability to focus on multiple priorities, and have confidence in dealing with a wide range of internal clients. This position is fulltime with a hybrid schedule with some days required to work from the Chicago S Wacker Dr office.
Your Key Responsibilities
- Support project managers and project teams with client deliverables.
- Prepare or assist with the preparation of proposal documents, spreadsheets, presentations, meeting minutes, or specifications.
- Ensure quality deliverables by editing, formatting, and proofing final drafts to company standards.
- Log and maintain opportunities, proposals, and client information in Stantec data base.
- Support team members and leadership with calendar management, scheduling meetings, boardroom bookings, arranging catering, and making dinner reservations as appropriate.
- Use strong listening and written/verbal communication skills to uphold internal and external client relations.
- Assist with timecard and expense report submissions, and payment requests as needed.
- Review and code invoices for payment in accounting system.
- Occasionally coordinate travel and manage itineraries and arrangements.
- Collaborate with other assistants to maintain workload and help team meet deadlines.
Your Capabilities and Credentials
- Self-motivated, highly organized, and consistent attention to detail.
- Applies strong time management and project coordination skills to prioritize multiple tasks in a client-deadline driven environment.
- Able to demonstrate initiative and a proactive approach to the responsibilities of this role.
- Excellent interpersonal skills and able to work independently as well as part of an effective team.
- Strong written and verbal communication skills, record keeping skills, and ability to problem solve.
- Able to work with varied personalities and works styles respectfully and with a positive attitude.
- Possess intermediate to advanced skills with Microsoft Word, Excel, Outlook, and Teams.
- Knowledge of PowerPoint, Adobe pro, Oracle, and SharePoint a plus.
- Able to manage web browsing and web-based tools.
- Able to quickly learn and adapt to new procedures and applications.
Education and Experience
High School Diploma required, associate or bachelor’s degree preferred.
Minimum of five (5) years of applicable experience working in an office environment
Experience within a consulting engineering or architecture professional environment is desirable
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.