Our Regina office is seeking an Administrative Assistant to join our team, who can provide organizational and administrative support across various departments at Stantec.
You as part of our team will be responsible for a diverse set of functions including, but not limited to:
Typing/preparing reports, specifications, proposals, memos, letters, meeting minutes and various other documents using Microsoft Word, Excel, PowerPoint
Coordinating agendas, meetings, travel arrangements and special events
Assisting with the completion of proposals and business development initiatives
Liaising with staff members and assisting with project administration including correspondence, schedules, meeting minutes, spreadsheets, schedules, letters, reports, presentations, database lists, specifications, contracts, etc.
Reviewing documents (prior to distribution) to ensure accuracy
Processing expense reports and timecards through the Oracle system
Coding invoicing for both internal and external clients (Accounts Payable and Accounts Receivable)
Reviewing and reporting on financials and preparation of invoices
Processing and preparing Business Center specific reports
Coordinating IT setups
Responsible for coordinating maintenance and the tracking of office equipment including computer and supply orders
Organizing and managing all aspects of filing and information retrieval related to project and client management need
Auditing project files for compliance with Stantec’s Project Management Frameworks on an occasional basis
Tracking staff safety certifications based upon positional requirements and coordinating training completion
Performing other duties as requested
Assisting HR and Hiring Managers with New Hire onboarding and setup
Covering front reception duties as needed
The successful candidate will possess:
Certificate or Diploma in Office Administration would be an asset supplemented by a minimum of 5-7 years of administrative and related experience
Proficiency in Microsoft Office including Outlook, Word, Excel, PowerPoint and Adobe Acrobat in a professional setting
Familiarity with Oracle business systems would be considered an asset.
Have strong writing skills, including proofreading skills and typing accuracy for preparation of documentation and proposals
Experience using office equipment
Exceptional organizational, problem solving and analytical skills
Excellent communication skills
Ability to work independently in a team environment
Ability to handle multiple demands and work well in a fast-paced environment
Enjoys working in a diverse team setting
Qualified candidates who are highly motivated and eager to commit to Stantec's strategic initiative to become a Top 10 global design firm should submit their resume and cover letter online at www.stantec.com/careers.
Committed to the principles of Employment Equity, we thank all candidates; however, only those selected for an interview will be contacted.