Stantec System

Administrative Assistant

4 weeks ago(11/21/2017 2:14 PM)
Job ID
# of Openings Remaining
Experience (Years)
Regional G&A & Shared Services

Your Opportunity

We're active members of the communities we serve. That's why at Stantec, we always design with community in mind.


The Stantec community unites approximately 22,000 employees working in over 400 locations across six continents. Our work—engineering, architecture, interior design, landscape architecture, surveying, environmental sciences, project management, and project economics, from initial project concept and planning through design, construction, and commissioning—begins at the intersection of community, creativity, and client relationships. With a long-term commitment to the people and places we serve, Stantec has the unique ability to connect to projects on a personal level and advance the quality of life in communities across the globe. Stantec trades on the TSX and the NYSE under the symbol STN. Visit us at or find us on social media.


We are currently seeking an Administrative Assistant for our Rochester, NY office. 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 employees of Stantec as required. This position will play a key role by providing support to the local team and assisting with all office operations.


As an integral member of the administrative team, the Administrative Assistant is the first point of contact for our company, both over the phone and in person. This includes responsibility for a presentable lobby and office areas, assisting guests, directing vendors and responding to general requests. This position also performs word processing duties for the design consulting staff, and maintains the quality and format of correspondence, reports, and proposals, produced to ensure that firm standards are met. The receptionist must have a professional presentation, superior interpersonal skills over the phone and in person, and must thrive in a fast-paced, results-driven, ever-changing environment.

Your Duties

  • Performs word processing duties in a timely manner and maintains the quality and format of correspondence, reports, proposals, etc., that are produced to ensure that the firm’s standards are met.
  • Operates telephone switchboard to answer, screen, or forward calls, providing information, taking messages, or scheduling appointments.
  • Greets persons entering establishment, determines nature and purpose of visit, and direct or escort them to specific destinations.
  • Maintains office areas and conference rooms, including scheduling meetings and clean, orderly appearance.
  • Schedules appointments and maintains and updates appointment calendars.
  • Opens and closes reception.
  • Directs incoming and outgoing deliveries in many formats. Collects, sorts, distributes, or prepares mail, messages, or courier deliveries.
  • Types letters, reports, forms or other material from rough copy, corrected copy, email or electronic format, or voice recording.
  • Works on technical material, preparing engineering, survey or construction documents.
  • Creates, maintains, and enters information into databases, such as proposals/project opportunities, contracts and submittals.
  • Performs clerical and administrative functions such as typing, filing, sorting, mail and package distribution, and scheduling appointments.
  • Scheduling travel arrangements for management
  • Various other administrative tasks

Your Capabilities and Credentials

  • A college degree is preferred.
  • Minimum 3 years’ experience providing progressive administrative support functions.
  • Requires administrative experience, reading, writing, grammar, math, and good clerical and communication skills.
  • Requires skills in using computer applications for word processing, spreadsheets, databases, internet navigation, e-mail and calendars.
  • Intermediate to advanced proficiency with Microsoft Word, Excel, and Adobe Acrobat Pro.
  • Proficient in Microsoft Outlook, including managing calendars.
  • Excellent proofreading and editing skills. Keen attention to details.
  • Excellent organizational and prioritizing skills.
  • Requires a friendly, welcoming personality and professional demeanor, and social skills such as coordination, service orientation, and social perceptiveness.
  • Highly flexible and able to work efficiently in a high-volume, deadline-driven environment.

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Staffing and Recruitment Agencies
Stantec appreciates the interest from the staffing industry, however, unsolicited resumes submitted to Stantec or any Stantec employee without a current and valid staffing agency contract in place with Stantec will not be eligible for any search fees. At this time, Stantec is not welcoming any additional inquiries for agency partnerships.