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 have an exciting opportunity for you to be a part of our operations team as an administrative assistant in a busy architectural office located in center city Philadelphia, Pennsylvania. This position is four days working in the office per week, Monday-Thursday, with office hours of 8AM-5PM. 

Your Key Responsibilities

• This position will work under the Shared Services Business Center supporting multiple business lines, reporting to the Office Manager with oversight of the Office Leader.
• Front desk coverage:
  • Answering main office line, referring and/or redirecting calls.
  • Greeting and announcing visitors and directing them appropriately.
  • Instructing visitors on Stantec’s sign-in/out process.
  • Copying and e-filing of daily sign-in/out sheets in compliance with Stantec‘s Emergency Response Plan and Safety requirements.
• Maintaining all conference rooms and meeting areas to ensure they are organized and clean after each meeting.
• Presenting a positive and professional image of the office to all employees, clients, vendors and other visitors.
• Handling coordination of incoming and outgoing mail, packages, couriers and deliveries.
• Facility and equipment support including coordinating with building maintenance and outside service providers as required.
• Managing administration of office security system and coordinating visitor registration with building security.
• Overseeing the upkeep of the general office environment, including the dishwasher and general pantry tidiness.
• Handling inventory control for office and kitchen supplies and placing supply orders.
• Coordinating logistics for client meetings, employee events, vendor lunches, in-house workshops, etc. including food/beverage catering, AV support, room set-up/ teardown and other meeting support as needed.
• Participating in the organization of office social events.
• Providing administrative support to members of the management team including letter proposal support, marketing pipeline entry, and general typing, printing, scanning.
• Providing general administrative assistance to all staff, as needed.
• Reviewing documents, reports, correspondence, etc. for format, content, grammar and spelling and making required edits.
• Other duties and special projects will be assigned as needed.