Stantec Administrative Assistant in Scarborough, Maine

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 22,000 team members in over 400 locations worldwide are vital to making our Company stronger.

Your Opportunity

Stantec’s Scarborough, ME office is seeking a highly-motivated individual with strong multi-tasking, interpersonal, organizational and communication skills to provide administrative, operational and project related assistance to support our team. This position will play a key role by providing support to the local team. This position is ideal for an individual who takes pride in keeping a team well-organized, running smoothly and thinking ahead. The successful candidate will be a self-starter who handles confidential information, uses the Microsoft Office suite of tools in support of management team initiatives, and is a team player. Join our team and help us create communities!

Seeking Administrative Assistant to support our Transportation Business Team of Engineers and Project Managers!

Your Key Responsibilities

Responsibilities include but are not limited to:

  • Formatting and processing of correspondence, reports, letters, memoranda, forms and templates

  • Provide support to the project managers with business development pursuits including preparation of presentations to clients and preparation of proposals

  • Support the project managers by providing review of report deliverables to clients and coordination of submission of deliverables

  • Preparing, formatting and using excel spreadsheets and databases

  • Creating and maintaining internal filing systems

  • Scanning, photocopying and binding documents

  • Coordinating agendas, meetings, and special events

  • Supporting conformance with company policies and procedures

  • Performs clerical tasks including data entry, filing, photocopying, scanning etc.

  • Attends and provides meeting minutes including tracking of action items and deliverables

  • Coordinates travel itineraries and arrangements

  • Initiates project set up

  • Processes expense reports, invoices and orders

  • Perform other administrative duties, and tasks as required for this role

Your Capabilities and Credentials

The successful candidate will possess a strong work ethic and excellent organizational skills. The successful candidate will also possess the following qualifications:

  • Extensive/recent experience with formatting of Microsoft Office Suite and Adobe documents

  • Advanced practical experience in other computer applications (e.g. Microsoft Excel, Outlook, Adobe Reader/Writer and PowerPoint)

  • Detail-focused individual, who has the ability to learn and adapt quickly

  • Demonstrated time management skills with the ability to prioritize and meet deadlines in a fast pace working environment

  • Versatility, flexibility and willingness to work within frequently changing priorities

  • Strong written and oral communication skills

  • Enjoys working independently and within a team environment

Education and Experience

  • A minimum of 5-7 years' relevant experience in a similar role is required

  • Previous Architectural Design firm or construction firm experience preferred

  • Advanced level experience with MS Office Suite

  • Ability to support

This description is not a comprehensive listing of activities, duties or responsibilities that may be required of the employee and other duties, responsibilities and activities may be assigned or may be changed at any time.

Job: Administrative Support

Primary Location: United States-Maine-Scarborough

Organization: BC-1952 Transportation-US New England

Employee Status: Regular

Job Level: Individual Contributor

Travel: No

Schedule: Full-time

Job Posting: Nov 9, 2018, 11:02:50 AM

Req ID: 180002E5