Administrative Assistant

Grounded in safety, quality, and ethics, our experts lead their fields and guide our work with rigor, a creative spirit, and vision for growth. We draw from more than 20 technical specialties around the globe and are committed to fostering an inclusive community of diverse talents, backgrounds, and expertise. We’re a place to apply your passion and collaborate with top environmental talents on work that’s critical to our clients and the communities they support. Join a team that has the environment down to a science.

Your Opportunity

We are currently seeking an Administrative Assistant for our Raleigh office. This person is an experienced, highly motivated individual with strong administrative expertise to provide administrative support to our 130+ staff. This position is full time in office role.

You will perform administrative duties for management, team leaders and staff. The position requires strong communication skills and office related software skills, internet research skills, flexibility, excellent interpersonal skills, and the ability to work well with all levels of internal management and staff. Sensitivity to confidential matters will be required.

As part of this role, you will also be coordinating Office Safety and Environment duties as well as new hire onboarding. The successful candidate will proactively work with the office leader and with the relevant project managers to provide the necessary administrative support.

Your Key Responsibilities

· Perform clerical functions such as typing, filing, scanning, photocopying, and printing.

· Electronic calendar management including scheduling meetings, boardroom bookings.

· Arrange meetings and prepares and distributes agenda items, takes meeting minutes, and tracks minutes for follow up times.

· Coordinate logistics of senior leadership team programs including meetings, seminars, workshops, special projects, and events.

· Electronic file management, filing, and coordinating with Records Management the offsite storage of project records.

· Assist with special event planning, including social committee activities, staff meetings.

· Assist in the distribution/creation of all-staff communications.

· Coordinate office repairs with the landlord, and equipment (copiers, computers, etc.) with the vendors.

· Working with managers and accounts payable (A/P) to process invoices.

· Maintaining stock and office equipment to ensure proper functionality.

• 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.
• Partner with managers and Human Resources with the onboarding of new employees
• Partner with IT to implement new technology and programs. Specific IT knowledge is not required, just a comfort with technology and willingness to learn.
• Other duties may be assigned.

Office Safety and Environment Coordinator (OSEC) Responsibilities

· Work with Management to maintain corporate HSSE (Health, Safety, Security Environment) policies including filing system, reporting and office inspections.

o Provide guidance to all Raleigh based staff on Stantec's Health & Safety Policy and practices\:

o Conduct HSSE Orientation for new and transferred employees.

o Act as a local resource for HSSE comments, suggestions, reporting, and compliance

o Order, track and distribute Personal Protective Equipment (PPE)

o File reports and assist (as needed) in investigations and corrective actions following an incident.