Stantec System

  • Executive Assistant, Buildings

    Location US-TX-Plano | US-IL-Chicago | US-NY-New York | US-PA-Philadelphia | US-DC
    Posted Date 4 months ago(12/22/2017 12:46 PM)
    Job ID
    # of Openings Remaining
    Experience (Years)
    Buildings Engineering
  • Your Opportunity

    We believe good design extends beyond the physical elements of a space—good design shapes our lives, influences our behaviors and interactions, and has purpose. We strive to design spaces that are meaningful and memorable for our communities. With decades of experience to draw upon, we are achieving remarkable success toward our goal of being the best integrated design firm in the world.


    The Buildings Group is comprised of approximately 4,000 staff, in six countries and over 100 offices. The ongoing success of Stantec’s Buildings Group is highly dependent on the quality and performance of our leaders working collectively across all disciplines and leadership levels.  



    Your Duties

    The Buildings practice is seeking a strong Executive Assistant to provide primary support to the Business Operating Unit Leader (BOUL) as well as additional support to the practice.  The ideal candidate will be driven by a passion for excellence and alignment to the practice’s design culture will be imperative.  This role goes beyond accountability for identifying and proactively addressing the needs of the BOUL with administrative management support ensuring that all workflows run smoothly—this role plays an integral role in creating synergy within the Buildings senior leadership team.



    • Provides direct administrative management support to the senior leader by maintaining schedules and calendars and provides support in tracking ongoing commitments and upcoming deadlines.
    • Prepares travel schedules, books travel arrangements, and makes reservations.
    • Coordinates logistics of senior leadership team programs including meetings, seminars, workshops, special projects, and events.
    • Prepares correspondence including reports and presentations.
    • Reviews, evaluates, and distributes priority correspondence.
    • Completes expense reports and other related administrative functions.
    • Arranges meetings and prepares and distributes agenda items, takes meeting minutes and tracks minutes for follow up items.
    • Performs other duties of a similar nature and level as assigned.

    Your Capabilities and Credentials

    • Associate’s degree in Business Administration, or relevant discipline, required.
    • Bachelor’s degree in Business Administration, or relevant discipline, preferred.
    • Minimum 10 years' administrative experience, A/E industry experience preferred.
    • Strong interpersonal skills with effectiveness across a virtual leadership team and practice.
    • Proactive, meeting deadlines and communicating effectively.
    • Customer service oriented and able to maintain strict confidentiality.
    • Strong knowledge of office procedures and practices.
    • Proven organizational, planning and time management skills.
    • Resourceful and flexible.
    • Ability to maintain filing systems and basic databases.
    • Excellent analytical and problem solving skills.
    • Strong written and verbal skills to communicate and resonate with all levels of the organization.
    • Ability to work independently without day to day face time with the leader.
    • Strong proficiency with Microsoft Office Suite (Outlook, Word, Excel, Power Point.)
    • Some travel (including cross-border) would be required.

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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.