Administrative Assistant

About the role

We are seeking a highly organized and detail-oriented Administrative Assistant to support our growing team in our Philadelphia, PA office. Your opportunity involves performing administrative functions, assisting with report preparation, maintaining electronic files, attending meetings, and supporting project teams.

Responsibilities

• Perform administrative functions such as document preparation, filing, sorting, and bookmarking.
• Aid in the collection and analysis of data for report preparation.
• Maintain and organize electronic files within company-wide platforms (e.g., OneDrive, SharePoint) ensuring proper naming conventions and folder structures.
• Accurately and timely prepare, format, and distribute various reports (e.g., weekly/monthly progress reports, financial reports, project reports).
• Attend meetings, accurately record minutes, and distribute them promptly to all attendees.
• Prepare meeting agendas and materials as needed.
• Support team members and leadership with report preparation, meeting minutes, and PDF conversions with uploading to client FTP sites.
• Aid in the preparation of internal & external memos, correspondence, presentations, proposals, check requests, expense reports, and general reports (editing, formatting, proofing).
• Manage and coordinate schedules and appointment setups.
• Support project teams with client deliverables in Microsoft Word, Excel, Project and PowerPoint.
• Research and bookmark valuable online resources (articles, websites, tools) for easy access by team members.
• Schedule and coordinate meetings and conference calls.

Requirements

• Experience with OneDrive and SharePoint is required.
• Strong organizational and time-management skills with the ability to prioritize tasks effectively.
• Excellent attention to detail and accuracy.
• Strong written and verbal communication skills.
• Proactive and resourceful problem-solving skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) is essential.

Credentials

• A high school diploma or equivalent required.
• An associate's degree in business administration or a related field preferred.
• A minimum of three years of experience as an Administrative Assistant or in a similar role.

Qualifications

• A typical office environment working with computers and remaining sedentary for periods of time.
• Field work may include exposure to the elements including inclement weather.

Benefits

• Medical, dental, and vision plans.
• A wellness program, health savings account, flexible spending account, 401(k) plan, employee stock purchase program, 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 family leave.
• Ten paid holidays in each calendar year.
• Vacation between 10 and 20 days per year and eligible for paid sick leave (and if more generous, in accordance with state and local law).
• Temporary/casual employees have access to 401(k) plans, employee stock purchase program, and paid leave, in accordance with state and local law.

Stantec

At Stantec, we are committed to ensuring our recruitment process is accessible to all. If you require reasonable adjustments to be made during the recruitment process then please inform a member of our Talent Acquisition team.