Administrative Assistant

2 days ago

Burnaby, Canada Stantec Full time

Administrative Assistant - ( 230002PU )

**Description**

Many of the world’s top engineers and scientists come together in our Water business because they view a community’s interaction with water a bit differently—as a single holistic system, rather than unconnected networks divided by jurisdictional boundaries. Working throughout the hydrologic cycle, we are delivering sustainable solutions to make sure water is where it should be and available when needed. Our experts guide our work with scientific rigor, an innovative spirit, and a vision for growth. Every day, we help communities improve, reuse, and protect this precious resource for future generations. By 2025 we’re hiring 2,000 people (like you) to join our team. Grow with us, H2O+U.

**Your Opportunity**

We're active members of the communities we serve. That's why at Stantec, we always design with community in mind.

We are currently seeking an Administrative Assistant for our Burnaby, BC office. This position is full time (5 days/week - office & remote). We are looking for a highly motivated individual with administrative skills to provide support to our Burnaby 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 Water 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.
- Prepare or assist with contract documents, letters, meeting minutes, spreadsheets, specifications, and report formatting 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.
- Order business cards, and promotional materials as required.
- Prepare and submit cheque requests, invoice coding and equipment requisition forms.
- Assist with special event planning, including social committee activities, staff meetings.
- Support the Burnaby IT group with IT equipment setup and onboarding for Water staff.
- Support the office safety and environmental programs with various reporting requirements.
- Review request for proposals, expressions of interest, and statements of qualifications to ensure compliance with submission requirements and determine optimal presentation of content.
- Coordinate back-up technical editing and proposal compilation support as needed for overflow proposal work
- Maintain content management databases to ensure that accurate, up-to-date information is readily available for efficient development of proposals.
- Add/update resumes and project profiles in the company-wide database.
- Data entry in spreadsheets, updating SharePoint sites, filling out corporate forms, etc.
- Assist with PowerPoint presentations.
- Electronic file management, including creation of new files, filing, and coordinating with Records Management the offsite storage of project records.
- Other duties may be assigned

Key Role with Administrative Team
- Willing to undergo security clearance to work on confidential projects.
- Assist with learning credit Lunch N Learns with Intern Architects and Engineers-In-Training.
- Team building initiatives with the Water and Administrative teams.

**Qualifications**

**Your Capabilities and Credentials**
- Detail oriented and organized, with exceptional prioritization skills
- Ability to work effectively within a group as well as independently motivated with mínimal supervision and able to take responsibility
- Capability to effectively communicate with senior management, supervisors, peers and clients, internally and externally
- Flexible, able to work overtime to meet changing project deadlines as required
- 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.
- Punctual and reliable.
- Ability to build good relationships at all levels, internally and externally.

**Education and Experience**

Diploma in office administration with 3 years of administrative assistant experience in a consulting environment; experience within a consulting engineering or architecture professional environment is highly desirable.
- This description is not a comprehensive listing of activities, duties or

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