Stantec System

Administrative Assistant

Location CA-ON-Toronto
Posted Date 3 weeks ago(2/22/2018 4:07 PM)
Job ID
# of Openings Remaining
Experience (Years)
Architecture & Interior Design

Your Opportunity

Our Buildings group is renowned for creating high-performance, fiscally responsible, and award-winning projects. We’re passionate about the design quality of the built environment and create designs that are timeless, intelligent, and sustainable. This is the place where great ideas and rewarding careers call home. In our multidisciplinary, team-based environment, collaboration is key among a talented group of architects, engineers, project managers, interior designers, planners, and technologists, who work together to create innovative and integrated solutions for a wide range of clients. Our services include architecture, interior design, planning and mechanical/electrical/structural engineering for a wide variety of markets.


Our Toronto office has an immediate need for an Administrative Assistant,with proven Administration skills and a desire to be involved in a fast-paced multidisciplinary team environment.




Your Duties

Collaborate across functional support teams from administrative, financial & marketing to achieve results and ensure various operational initiatives are completed in a timely manner. The varied duties and responsibilities will include but not limited to:


Support the Marketing and Communication team.  In this role you will:

  • Create, maintain, and update resumes for proposal submissions
  • Export resumes from our marketing database and/or create customized resumes for proposal submissions
  • Upload images to the marketing custom application
  • Assist with proposal submissions – filling out proposal forms, gathering required insurance certificates, preparing contract review submissions to legal team for review and approval, preparing proposal packages for delivery including printing, binding, printing labels and sending courier thru office services
  • Converting PDF’s into editable documents
  • Order marketing supplies
  • Occasionally assist in typing or editing tasks
  • Other duties as assigned


Administrative Assistance support to the Senior Leadership Team and general administrative tasks:

  • Plan and coordinate travel logistics and administer expense submissions
  • Coordinate logistics of senior leadership team programs including meetings, seminars, workshops, special projects, and events as required
  • Assist local Business Center (BC) staff with timecard and expense training
  • Provide support to designated Studio team – scheduling meetings, organizing events, taking and distributing minutes of meeting, managing vacation schedule in SharePoint
  • Provide progressive administrative assistance within a fast-paced office environment
  • Perform general office duties including, but not limited to: typing and formatting correspondence and meeting minutes, use of company templates and ability to customize if needed, maintaining electronic logs, organizing/maintaining office files, scanning and copying, processing and preparing mail and packages for shipment
  • Other administrative duties as required


General Bookkeeping/Accounting Support:

  • Get signature approval from staff and verify accuracy of billing details from vendor invoices
  • Confirm project and task numbers for billing
  • Scan invoice and email accounts payable for electronic uploading
  • Code each invoice and submit for approval
  • Review vendor received account statements and follow up on any outstanding invoices
  • Qualifications: Attention to detail, able to multitask, general bookkeeping/accounting knowledge, able to work in a fast-paced environment and work efficiently in a time sensitive manner, be able to generate a fast turnaround on completing tasks

Your Capabilities and Credentials

  • Minimum 5 years’ experience providing progressive administrative support
  • General bookkeeping/accounting knowledge recommended
  • Proven ability to handle confidential and sensitive information with discretion and tact
  • Strong attention to detail with experience of editing and proofreading documents
  • Highly proficient in Microsoft Office Suite including Word, PowerPoint, Excel, Outlook Inbox/Calendar management, Adobe and Oracle software.
  • Experience of InDesign or similar software for the creation of organization charts and proposal documents would be highly desirable but not essential
  • Demonstrated research and writing skills, along with solid verbal communication
  • Strong time management skills, be extremely organized, detail orientated, clear communicator, able to multi-task and prioritize multiple deadlines/tasks
  • Demonstrate superior organization, prioritization & critical thinking skills, with keen attention to detail & proven active listening skills
  • Strong organizational and communication skills with the ability to multitask and work in a high pressure, high volume team oriented environment with minimal supervision, working independently and cooperatively with other members of the staff
  • Must be willing to help all levels of staff members and understand how to effectively coordinate timely assistance from other support staff to accomplish tasks in order to meet deadlines
  • Must have versatility, flexibility and willingness to work within frequently changing priorities
  • Must be willing and able to take initiative when needed
  • Professional, positive attitude is needed



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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.

Agences de recrutement et de dotation
Stantec apprécie l’intérêt porté par les agences de dotation de personnel. Toutefois, tout curriculum vitae non-sollicité envoyé à Stantec ou à un employé de Stantec qui n’est pas lié à un contrat actuel et valide avec une agence ne pourra donner droit à des frais de recherche. En ce moment, Stantec n’est pas à la recherche de nouveaux partenariats avec des agences de dotation de personnel.