Administrative Assistant

When you care deeply about the work you do, it’s rewarding to see it through from concept to completion. We partner with clients to provide both program management and construction management to strategize, plan, and implement projects that drive organizations forward. From hospitals and airports to university campuses, mass transit systems, water treatment facilities, mines, and wind farms, we've successfully managed thousands of projects. 

Joining our team, turning visionary ideas into reality, will shape your future—and the future of your community.  

Your Opportunity

We are seeking a highly organized and detail-oriented Administrative Assistant to support our growing team in our Philadelphia, PA office. In this role, you will focus primarily on the efficient management of reports, meeting minutes, digital files, and online resources. The ideal candidate is a proactive and resourceful individual with excellent communication and interpersonal skills.

Your Key Responsibilities

• Perform administrative functions such as document preparation, filing, sorting, and book marking.
• Assist in the collection and analysis of data for report preparation.
• Maintain and organize electronic files within company-wide platforms (e.g., OneDrive, SharePoint) ensuring proper naming conventions and folder structures.
• Accurately and timely prepare, format, and distribute various reports (e.g., weekly/monthly progress reports, financial reports, project reports).
• Attend meetings, accurately record minutes, and distribute them promptly to all attendees.
• Prepare meeting agendas and materials as needed.
• Support team members and leadership with Report Preparation, Meeting Minutes and PDF Conversions with uploading to client FTP Sites.
• Assist in preparation of internal & external memos, correspondence, presentations, proposals, check requests, expense reports, and general reports (editing, formatting, proofing).
• Manage and coordinate schedules and appointment setups.
• Support project teams with client deliverables in Microsoft Word, Excel, Project and PowerPoint.
• Research and bookmark valuable online resources (articles, websites, tools) for easy access by team members.
• Schedule and coordinate meetings and conference calls.

Your Capabilities and Credentials

• Experience with OneDrive and SharePoint is required.
• Strong organizational and time-management skills with the ability to prioritize tasks effectively.
• Excellent attention to detail and accuracy.
• Strong written and verbal communication skills.
• Ability to work independently and as part of a team.
• Proactive and resourceful problem-solving skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) is essential.  

Education and Experience 

• High School Diploma or equivalent required; Associate's Degree in Business Administration or a related field preferred.
• Minimum 3 years of experience as an Administrative Assistant or in a similar role.

Typical office environment working with computers and remaining sedentary for periods of time. Field work may include exposure to the elements including inclement weather.

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.

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.

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