Administrative Assistant

Job summary

The Administrative Assistant will manage calendars, travel arrangements, and technical document editing while providing clerical support to the Water team. They will also process expenses, handle invoices, and assist with marketing submissions and project submittals.

Job details

Your Opportunity There is an exciting opportunity in British Columbia to join a high-performing team as an Administrative Assistant. In this role, you will support our Water team across the province, with team members located in Burnaby, Kelowna, and Victoria. Your Key Responsibilities * Managing calendars, scheduling meetings, booking meeting rooms, organizing lunches, and handling any special requests. * Coordinating travel itineraries and arrangements. * Monitoring and supporting weekly timecards submissions * Technical document editing for voice, grammar, and templating * Reviewing project and internal submittals in MS office suite including templating, editing and formatting. * Processing expense reports and completing detailed project expense reviews * Performing clerical and front reception support tasks including, client phone and visitor reception, inter office mail distribution, couriers, data entry, filing, scanning etc. * Record and Distribute Invoices * Supporting marketing and pursuits through templated submissions * Performs other administrative duties as required. QUALIFICATIONS Your Capabilities and Credentials * Excellent organizational skills and attention to detail. * Strong written and verbal communication skills. * Must be willing and able to take initiative when needed. * Flexibility to learn new skills. * Proficiency in project financial administration would be considered an asset. * Experience compiling and preparing specifications and contracts would be considered an asset. * Proficiency in MS Office Suite and SharePoint. Education and Experience * High School Diploma with minimum of 5-10 years’ administration experience. * Position will primarily work in an office setting. 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 with or without notice. Communities everywhere share the need for clean water. And as they work to meet that need, they’re facing new, more complex challenges every day. Our water professionals collaborate to contribute innovative ideas, guided by scientific rigor and a vision for sustainable growth. Every day, we’re helping communities improve, reuse, and protect our world’s most precious resource. Join our team to deliver transformational projects that will benefit future generations. Grow with us, H2O+U. Pay Transparency: In compliance with pay transparency laws, pay ranges are provided for positions in locations where required. Please note, the final agreed upon compensation is based on individual education, qualifications, experience, and work location. At Stantec certain roles are bonus eligible. Actual compensation for part-time roles will be pro-rated based on the agreed number of working hours per week. Benefits Summary: Regular full-time and part-time employees (working at least 20 hours per week) will have access to health, dental, and vision plans, a wellness program, health care spending account, wellness spending account, group registered retirement savings plan, employee stock purchase program, group tax-free savings account, life and accidental death & dismemberment (AD&D) insurance, short-term/long-term disability plans, emergency travel benefits, tuition reimbursement, professional membership fee coverage, and paid time off. Temporary/casual employees will have access to group registered retirement savings plan, employee stock purchase program, and group tax-free savings account. The benefits information listed above may not apply to union positions because benefits for such positions are governed by applicable collective bargaining agreements.

What you’ll do

The Administrative Assistant will manage calendars, travel arrangements, and technical document editing while providing clerical support to the Water team. They will also process expenses, handle invoices, and assist with marketing submissions and project submittals.

Requirements

Candidates must have a High School Diploma and 5-10 years of administrative experience. Proficiency in MS Office Suite and SharePoint is required, with strong organizational and communication skills.

Benefits

• Health insurance
• Dental insurance
• Vision insurance
• Wellness program
• Health care spending account
• Wellness spending account
• Group registered retirement savings plan
• Employee stock purchase program
• Group tax-free savings account
• Life insurance
• Accidental death & dismemberment insurance
• Short-term disability plan
• Long-term disability plan
• Emergency travel benefits
• Tuition reimbursement
• Professional membership fee coverage
• Paid time off

Listed skills

• written communication · Preferred
• Attention to detail · Preferred
• SharePoint · Preferred
• Data entry · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Calendar management
• Travel coordination
• Technical document editing
• Project financial administration
• Clerical support
• Data entry
• Invoice processing
• Marketing support
• MS Office Suite
• SharePoint
• Organizational skills
• Attention to detail
• Written communication
• Verbal communication
• Contract preparation
• Specifications compilation
• Invoicing
• Innovation
• Detail Oriented
• Marketing
• Organizational Skills
• Microsoft Office
• Proactivity
• Administrative Functions
• Clerical Works
• Data Entry
• Time Off Management
• Verbal Communication Skills
• Microsoft SharePoint
• Grammar
• Editing
• Scheduling
• Filing
• Submittals (Construction)
• Templating
• Expense Reports
• Mail Distribution

Job areas

• Administrative
• Environmental & Sustainability
• Consulting
• Engineering
• Administrative Assistant
• Office / Administrative Assistant (General)
• Administrative and Executive Secretaries
• Secretaries and Administrative Assistants, Except Legal, Medical, and Executive

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