Stantec Senior Administrative Assistant in Naples, Florida

Your Opportunity

Communities are fundamental. Whether around the corner or across the globe, they provide a foundation, a sense of place and of belonging. That's why at Stantec, we always design with community in mind.

We care about the communities we serve—because they're our communities too. This allows us to assess what's needed and connect our expertise, to appreciate nuances and envision what's never been considered, to bring together diverse perspectives so we can collaborate toward a shared success.

We're designers, engineers, scientists, and project managers, innovating together at the intersection of community, creativity, and client relationships. Balancing these priorities results in projects that advance the quality of life in communities across the globe.

Stantec trades on the TSX and the NYSE under the symbol STN. Visit us at stantec.com or find us on social media.

The Stantec office in Naples is seeking a highly-motivated individual with strong communications skills and administrative expertise to support a 60-person design/A/E office. This position will support the local management team by assisting with all office operations. 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, works well project delivery and financial assets, is a team player and is self-sufficient. Join our team and help us create communities!

Your Duties

Responsibilities:

We are seeking a Senior Administrative Assistant to support our Naples office. Responsibilities include supporting and collaborating with our management team and other staff. The focus of your responsibilities will be those listed below:

  • Administrative assistance to senior management and other personnel within the office.

  • Attend meetings when needed and prepare agenda and meeting minutes.

  • General support duties include, but are not limited to, performing: technical writing and proof reading of work by others; prepare and format technical documents and reports, specifications, printing and binding; maintaining of project electronic files and paper information; contract agreement execution; process field reports; and correspondence.

  • Assist Project Manager in administration of fast-paced, multi-discipline project delivery.

  • Schedule Management

  • Day to day project finance and production tracking, communication with the Project Manager and project team. Communication with Project Manager and Client.

  • Provide direction to the project team on schedule priorities.

  • Develop, track, update, forecast and modify the project schedule throughout all phases of the project.

  • Review and track key project deliverables.

  • Support the preparation of weekly reports to client.

  • Schedule and assist in QA/QC reviews.

  • Oversee weekly production meetings to meet specific project deadlines.

  • Maintain positive client relationships.

  • Create and oversee technical document production and provide review of technical documents that support required submissions.

  • Support and ensure implementation of Health, Safety, Security and Environment (HSSE) Policies, Procedures, Standards and Guidelines in the execution of all work and coordinate with HSSE professionals during the execution of all phases of project planning and implementation.

  • Participate in team and independent based work.

  • Serving as a local brand steward, making sure materials produced by local offices are brand compliant.

  • Electronic calendar management and coordination of office meetings and training sessions, including ordering meals and refreshments as needed.

  • Assist staff with submission of expenses and timesheets.

  • Various other office duties.

Your Capabilities and Credentials

  • A college degree is required and a degree in English or business writing is preferred.

  • Must have ten (10) years of experience in an administrative assistant role, five (5) as a Senior Administrative Assistant. A broad range of skills and experience is highly desired.

  • Excellent technical writing, organizational, and communication skills.

  • Prior experience working with Project Managers and the A/E field to manage contracts and subcontractors is a plus.

  • Must possess excellent interpersonal skills and a strong commitment to excellence and high standards.

  • Project and task management experience with strong attention to detail.

  • Demonstrated team player with the ability to work independently and take initiative.

  • Must demonstrate the ability to prioritize in a fast-paced environment and possess flexibility when juggling numerous projects in a rapidly changing environment.

  • Excellent computer skills, including MS Word, Excel, project scheduling.

  • Must grasp instructions and information rapidly and apply them with varying degrees of supervision.

  • International and domestic experiences.

  • Second language beneficial.

  • Must have ability to understand and follow written and verbal instructions.

  • Must take initiative and have strong organizational, problem-solving and analytical skills.

  • Must be willing to help all staff members.

  • Must be professional, and possess a positive attitude.

  • Must possess a high degree of confidentiality and sound judgment.

Job ID 34061

# of Openings Remaining 1

Experience (Years) 10

Discipline Regional G&A & Shared Services