Administrative Assistant

Administrative Assistant - ( 240001C4 )

Description

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. Join us and support our innovative and collaborative project teams as we work to make the world a better place for future generations.

Your Opportunity

We are currently seeking an Administrative Assistant for our Chicago engineering team. This person is an experienced, highly motivated individual who will play a key role by providing support for our project teams. The successful candidate must have strong interpersonal skills, the ability to focus on multiple priorities, and have confidence in dealing with a wide range of internal clients. This position is fulltime with a hybrid schedule with some days required to work from the Chicago S Wacker Dr office.

Your Key Responsibilities

• Support project managers and project teams with client deliverables.

• Prepare or assist with the preparation of proposal documents, spreadsheets, presentations, meeting minutes, or specifications.

• Ensure quality deliverables by editing, formatting, and proofing final drafts to company standards.

• Log and maintain opportunities, proposals, and client information in Stantec data base.

• Support team members and leadership with calendar management, scheduling meetings, boardroom bookings, arranging catering, and making dinner reservations as appropriate.

• Use strong listening and written/verbal communication skills to uphold internal and external client relations.

• Assist with timecard and expense report submissions, and payment requests as needed.

• Review and code invoices for payment in accounting system.

• Occasionally coordinate travel and manage itineraries and arrangements.

• Collaborate with other assistants to maintain workload and help team meet deadlines.

Qualifications

Your Capabilities and Credentials

• Self-motivated, highly organized, and consistent attention to detail.

• Applies strong time management and project coordination skills to prioritize multiple tasks in a client-deadline driven environment.

• Able to demonstrate initiative and a proactive approach to the responsibilities of this role.

• Excellent interpersonal skills and able to work independently as well as part of an effective team.

• Strong written and verbal communication skills, record keeping skills, and ability to problem solve.

• Able to work with varied personalities and works styles respectfully and with a positive attitude.

• Possess intermediate to advanced skills with Microsoft Word, Excel, Outlook, and Teams.

• Knowledge of PowerPoint, Adobe pro, Oracle, and SharePoint a plus.

• Able to manage web browsing and web-based tools.

• Able to quickly learn and adapt to new procedures and applications.

Education and Experience High School Diploma required, associate or bachelor's degree preferred.

Minimum of five (5) years of applicable experience working in an office environment

Experience within a consulting engineering or architecture professional environment is desirable

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.

Stantec is a place where the best and brightest come to build on each other's talents, do exciting work, and make an impact on the world around us. Join us and redefine your personal best.

Benefits Summary: Regular full-time and part-time employees have access to medical, dental, and vision plans, a wellness program, health saving accounts, flexible spending accounts, 401(k) plan, employee stock purchase program, 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 family leave. Regular full-time and part-time employees will receive ten paid holidays in each calendar year. In addition, employees will be eligible to accrue vacation between 10 and 20 days per year and eligible for paid sick leave (and if more generous, in accordance with state and local law).

Temporary/casual employees have access to 401(k) plans, employee stock purchase program, and paid leave, in accordance with state and local law.

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

Primary Location : United States-Illinois-Chicago

Organization : BC-2357 Buildings-US Acquisition ESD

Employee Status : Regular

Job Level : Individual Contributor

Travel : No

Schedule : Full-time

Job Posting : Mar 22, 2024, 9:07:04 AM

Req ID: 240001C4

Stantec provides equal employment opportunities to all qualified employees and applicants for future and current employment and prohibit discrimination on the grounds of race, color, religion, sex, national origin, age, marital status, genetic information, disability, protected veteran status, sexual orientation, gender identity or gender expression. We prohibit discrimination in decisions concerning recruitment, hiring, referral, promotion, compensation, fringe benefits, job training, terminations or any other condition of employment. Stantec is in compliance with local, state and federal laws and regulations and ensures equitable opportunities in all aspects of employment. EEO including Disability/Protected Veterans