Administrative Assistant

Job description

Great communities are built on connection. From vibrant economic centres, resilient communities, and public spaces where we gather to the roads, bridges, transit systems, airports, and ports that connect us, our work touches everyday life. We bring together diverse perspectives and expertise to deliver meaningful outcomes.

Join us to help plan, design, and engineer community and mobility solutions that improve everyday life. Whatever the distance, wherever the destination, our designs lead you there.

Your Opportunity:

Our Markham office is currently seeking an Administrative Assistant to become part of a dynamic transportation group specializing in the planning and design of major provincial highways, regional and municipal arterial roads, and related local transportation projects. This opportunity exists for an individual with strong multi-tasking, interpersonal, organizational and communication skills.

Your Key Responsibilities:

- Assisting with project management and business unit responsibilities, including: document control, project coordination, invoicing, project correspondence, proposals, etc.);

- Coordination and orientation of new staff hires for the operating business unit;

- Processing and tracking of equipment orders, and staff timecards;

- Preparing and processing correspondence, presentations, spreadsheets, reports and etc.;

- Coordination of the pre-qualification process for all sub-consultants and sub-contractors;

- Entering, maintaining, and organizing electronic records;

- Ensuring awareness of and supporting management in adherence to corporate policies and procedures;

- Follow, develop and implement document control processes and procedures established for project functions including document tracking, meeting minutes, RFIs, submittals, change logs and other communication tools as necessary;

- Assisting with planning, scheduling, and organizing staff events;

- Liaising with staff members and providing assistance, as required;

- Development of relationships with other supporting departments such as IT, Facilities and Office Management to boost operational efficiency;

- Many other duties as assigned.

Qualifications Qualifications:

- Excellent written and oral communication skills liaising with internal project team members;

- Detail-oriented and highly organized with exceptional time management and multi-tasking skills;

- Ability to work calmly and effectively under pressure to prioritize and meet tight deadlines;

- Have a positive attitude and enjoy working in a team-based environment;

- Expertise in the use of MS Office applications (specifically Word, Excel, Power Point and Outlook) with an interest to learn and adapt to new computer programs and processes quickly;

- Experience in SharePoint (managing a site, utilizing the site to its fullest capabilities).

- Able to evaluate needs and make effective decisions with minimal guidance;

Education and Experience:

- Minimum 3-5 years of work experience within an administrative role is an asset;

- Post-Secondary education and familiarity with SharePoint MS Project/In-Design/Visio are also considered assets.

About Stantec:

Stantec is a global leader in sustainable engineering, architecture, and environmental consulting. The diverse perspectives of our partners and interested parties drive us to think beyond what’s previously been done on critical issues like climate change, digital transformation, and future-proofing our cities and infrastructure. We innovate at the intersection of community, creativity, and client relationships to advance communities everywhere, so that together we can redefine what’s possible.

Pay Transparency: In compliance with pay transparency laws, pay ranges are provided for positions in locations where required. Please note, the final agreed upon compensation is based on individual education, qualifications, experience, and work location. At Stantec certain roles are bonus eligible. Actual compensation for part-time roles will be pro-rated based on the agreed number of working hours per week.

Benefits Summary: Regular full-time and part-time employees (working at least 20 hours per week) will have access to health, dental, and vision plans, a wellness program, health care spending account, wellness spending account, group registered retirement savings plan, employee stock purchase program, group tax-free savings account, life and accidental death & dismemberment (AD&D) insurance, short-term/long-term disability plans, emergency travel benefits, tuition reimbursement, professional membership fee coverage, and paid time off.

Temporary/casual employees will have access to group registered retirement savings plan, employee stock purchase program, and group tax-free savings account.

The benefits information listed above may not apply to union positions because benefits for such positions are governed by applicable collective bargaining agreements.