Stantec System

Administrative Assistant

US-NY-New York
2 weeks ago
Job ID
# of Openings Remaining
Experience (Years)
Architecture & Interior Design

Your Opportunity

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 


The Stantec New York, NY office is seeking an experienced, highly motivated individual with strong administrative expertise to provide organizational and administrative support to our Buildings team.  This position will play a key role by providing support to the local management team, assisting with all office operations.  


Stantec has an exciting opportunity in our New York, NY office for Administrative Assistant.

Your Duties

  • Provide administrative assistance to senior management and other personnel within a fast-paced architecture and/or engineering consulting office environment; 
  • Perform general office duties including, but not limited to: type correspondence and meeting minutes, coordinate travel arrangements, schedule meetings, log shop drawings, organize/upkeep office files, make scans and copies, process and prepare mail for shipment (including USPS, FedEx and UPS), assist with expenditure reports, oversee office equipment maintenance (phones, printers, plotters, copiers), order supplies and equipment, and coordinate with IT Services.
  • Scheduling and coordinating office meetings and training sessions using MS Outlook and Skype for Business; coordination includes ordering breakfast, lunch or snacks.
  • Inputting computer based timecard and expense systems.
  • Coordinating office and community events and registrations.
  • Supporting HR staff with forms and new hire onboarding.
  • Preparing health and safety forms.
  • Inputting and maintaining data in a pipeline/project management opportunities system.
  • Developing, reviewing and producing marketing materials (including submittal packages, qualification packages, proposals and reports). Includes activities like data gathering, marketing QA/QC, printing, binding and shipping logistics, etc.
  • Miscellaneous duties as assigned

Your Capabilities and Credentials

  • A high school diploma is required; a college degree is preferred.
  • At least five (5) years’ experience providing administrative support in a professional architecture or engineering consulting firm.
  • Experience working with Project Managers to manage contracts and subcontractors is a plus.
  • Must possess excellent interpersonal skills and a strong commitment to excellence and high standards.
  • Must have excellent writing and editing skills.
  • Must be proficient in Microsoft Word 2016 with knowledge of a variety of other computer applications (e.g., Microsoft Excel, Microsoft PowerPoint, Adobe Acrobat). Working knowledge of InDesign is a plus, but not required.
  • 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 have versatility, flexibility and willingness to work within frequently changing priorities.
  • Must be able to understand and follow written and verbal instructions.
  • The ability to take initiative as needed.
  • Strong organizational, problem-solving and analytical skills is needed.
  • Must be willing to help all staff members.
  • Professional, positive attitude is needed.

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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.