Part-time Administrative Assistant

Grow with the best. Join a smart, creative, and inspired team that accomplishes operational excellence. Bringing together individuals with diverse backgrounds, talents, and expertise, our 25,000 team members in over 400 locations worldwide are vital to making our Company stronger.

Your Opportunity

We are looking for a part-time (approximately 20 hours per week) talented and experienced office Receptionist/Administrative Assistant who wants to be part of a purpose-driven organization that’s focused on helping our clients, colleagues and communities thrive. Our people are Stantec’s most valuable resource, and in joining our team you will be able to leverage your career experiences and expertise within a culture that values inclusion, celebrates shared success, and applauds ambition.

This Receptionist/Administrative Assistant requires a professional, proactive individual with administrative expertise to provide the receptionist role and administrative support to our multidiscipline office and employees of Stantec. This position will play a key role by providing support to the regional Stantec team(s) and assisting with daily office operations.

Key responsibilities may include\:

• Meet and greet clients and visitors on behalf of Stantec and ensure prompt, efficient, and courteous handling, and routing of telephone calls.
• Ensure reception area and meeting rooms are well presented
• Delivery of mail/couriers and preparing outbound mail/couriers
• Support new employee orientation and onboarding.
• Assist the Office Safety & Environmental Coordinator (OSEC) with various safety initiatives which may include verifying staff attendance during emergency drills, updating safety information posted throughout the office, etc.
• Arrange appointments, meetings, and vendor presentations (including catering, venues, and participants) as required.
• Ensure kitchen, utility areas and conference rooms are kept clean, organized, stocked, and prepared for daily use and functions.
• Maintain a clean and organized front desk and upkeep of conference rooms by pushing in chairs, clearing out trash and putting away AV equipment throughout the day.
• Maintain sign-out logs.
• Order and set up food for meetings and events, ensure food is removed and cleaned up from meeting areas in a timely manner. Assist in planning and facilitating office events.
• Coordinate “lunch & learn” meetings with vendors and schedule invitations to staff in the Outlook calendar.
• Schedule and coordinate meetings and monitor conference room availability. Resolve conference room scheduling issues.
• Monitor activities at reception and notify Office Leader of building or security issues.
• General administrative assistance to staff as time and experience allows (submitting expense reports, booking travel, helping with timecard administration, submitting expenditure requests and other duties as needed).
• Assist with coordinating staff travel itineraries and arrangements.
• Process invoices and orders.
• Perform clerical tasks including data entry, filing, photocopying, scanning etc.
• Formatting and reviewing reports, memos, proposals, etc. to Stantec and/or client standards.
• Printing, sorting, binding, and shipping submittals/deliverables.
• Various other administrative tasks.