Senior 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 a fulltime 5 days/week Senior Administrative Assistant for our Vancouver, BC office. This person is an experienced, highly motivated individual with strong administrative expertise to provide administrative support to our networked office and secondary administrative support to the other offices and staff of Stantec as required. This position will play a key role by providing support to the Business Centre Operations Leader.
Your Key Responsibilities
The duties of this position include, but are not limited to the following:
- Perform clerical functions such as typing, filing, scanning, photocopying, courier and printing.
- Master at travel coordination including booking flights, hotels, and car rentals.
- Prepare or assist with the preparation of contract documents, letters, meeting minutes, spreadsheets, specifications, or report formatting to company standards as assigned.
- Master at email management and ability to identify and prioritize approvals, client emails.
- Master at electronic calendar management including scheduling meetings, boardroom bookings, arranging catering and making dinner reservations as appropriate.
- Assist with preparation of expense accounts, and timecard administration.
- File management, including creation of new files and filing.
- Order clothing and miscellaneous promotional materials when required.
- Prepare and submit cheque requests and equipment requisition forms.
- Co-ordinate with IT to ensure hardware is ordered for new hires.
- Support the office safety and environmental programs with various reporting requirements.
- Assist with special event planning, including staff meetings.
- Co-ordinate quarterly wide townhalls, semi-annually Principals and Associates meetings and monthly Principals meetings.
- Prepare quarterly summary report for the Principals meetings.
- Support the Industrial team with clerical assistance requests.
- Other duties may be assigned.
Your Capabilities and Credentials:
- Intermediate level skills/experience using Microsoft Word, Excel, PowerPoint, MS Teams and Outlook.
- SharePoint and/or InDesign experience is beneficial as well as intermediate skills with managing PDFs.
- Familiarity with ISO 9001 an asset.
- Able to demonstrate the ability to undertake the above responsibilities.
- Legally able to work in the country in which the position is based.
- Resilient to coping with conflicting demands, able to prioritize duties and work under pressure and tight deadlines.
- Confident with conflict navigation and badgering others for information.
- Great written and verbal communication skills – articulate and diplomatic manner.
- Able to demonstrate initiative and a proactive approach to daily tasks.
- Excellent interpersonal skills and able to work independently as well as part of an effective team.
- Methodical, accurate and consistent attention to detail.
- Intermediate organizational skills.
- Able to manage sensitive and sometimes confidential information.
- Self-motivated and able to take responsibility.
- Punctual and reliable.
- Flexible attitude.
- Able to build good relationships at all levels, internally and externally.
- Has a sense of humour when we are under pressure getting a gazillion things done simultaneously.
Education and Experience
- Diploma in office administration with 5+ years of administrative assistant experience in a project 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