Administrative Assistant

Administrative Assistant - ( 220001J6 )

Description

The buildings that make up the landscape of our daily lives seem like permanent fixtures, fastened to a time and place. But what if that didn’t have to be true? What if our built environment — where we live, learn, play, and conduct business — carried us forward instead?

Our Buildings practice keeps people at its heart, recognizing that our shared journey forward is shaped by the meaningful and responsive places we design. From iconic designs to monumental groundbreakings, join us to bring transformational building solutions to life. Every day we apply our expertise, creativity, and passion to propel communities into the future—join us!

Your Opportunity

We are currently seeking an Administrative Assistant in our Chicago, IL office on South Michigan Avenue. This person is an experienced, highly motivated individual with strong administrative expertise to provide front desk and 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 local team and assisting with all office operations. This position is based on a Monday to Friday work week from 8:30 AM to 5:30 PM with flexibility to work early, late or weekends on occasional/as-needed basis, including on short notice.

Your Key Responsibilities

• Provide progressive administrative assistance within a fast-paced office environment
• Perform general office duties including, but not limited to:

+ typing and formatting correspondence and meeting minutes

+ use of company templates and ability to customize them for a particular use if needed

+ coordinating travel arrangements

+ scheduling meetings

+ maintaining electronic logs

+ organizing/maintaining office files

+ scanning and copying

+ processing and preparing mail and packages for shipment

• Assist with front desk coverage for lunch, breaks and when otherwise necessary. Handle all incoming calls on switchboard, directing and transferring calls, taking messages
• Ensure reception area, conference rooms, and kitchen are kept clean and tidy
• Assist outside vendors and clients with connecting to AV equipment in conference rooms
• Assist with office maintenance and cleaning related issues, recycling, etc.
• Troubleshoot and/or schedule technicians for equipment when necessary (i.e. printer)
• Able to lift 15 - 20 lbs (office supplies, cases of paper)
• Adhere to company policies and procedures
• Passionate about safety and the desire to be the representative of the office safety program; - Assist the administrative team and project managers with archiving project records; filing, photocopying, collating, etc.
• Miscellaneous administrative duties as required

Qualifications

Your Capabilities and Credentials

• Must possess excellent interpersonal skills and a strong commitment to excellence and high standards
• Must have excellent writing and editing skills
• Must demonstrate a high level of attention to detail in completion of tasks
• Must demonstrate the ability to multi-task and prioritize in a fast-paced environment and possess flexibility when juggling numerous projects simultaneously in a rapidly changing environment
• Must grasp instructions and information rapidly and apply them with varying degrees of supervision
• Must be willing to help all levels of staff members and understand how to effectively coordinate timely assistance from other support staff to accomplish tasks in order to meet deadlines
• Must have versatility, flexibility and willingness to work within frequently changing priorities
• Must be able to understand and follow written and verbal instructions
• Must be willing and able to take the initiative when needed
• Must have strong organizational, problem-solving, and analytical skills
• Professional, positive attitude is needed
• Must be proficient in Microsoft Office Suite, including but not limited to Word, Excel and PowerPoint
• Familiarity with maintaining records and archiving processes
• Must have a valid drivers license and ability to make occasional office errands/deliveries

Education and Experience

Minimum 1-2 years reception/office administration experience in an office environment

Typical office environment working with computers and remaining sedentary for long 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.

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.

Primary Location : United States-Illinois-Chicago

Job : Administrative Support

Organization : BC-2227 Buildings-US North Central

Employee Status : Regular

Job Level : Individual Contributor

Travel : No

Schedule : Full-time

Job Posting : Apr 18, 2022, 2:29:50 PM

Req ID: 220001J6

Vaccine Policy: Stantec requires some positions in North America to be fully vaccinated against COVID-19 subject to reasonable accommodation to the extent required by law because of a medical reason or a sincerely held religious belief.

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