Stantec Administrative Assistant in Tampa, Florida
We're active members of the communities we serve. That's why at Stantec, we always design with community in mind .
The Stantec community unites approximately 22,000 employees working in over 400 locations across six continents. Our work—engineering, architecture, interior design, landscape architecture, surveying, environmental sciences, project management, and project economics, from initial project concept and planning through design, construction, and commissioning—begins at the intersection of community, creativity, and client relationships. With a long-term commitment to the people and places we serve, Stantec has the unique ability to connect to projects on a personal level and 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.
We are currently seeking an Administrative Assistant in our Tampa, FL office. This person is an experienced, highly motivated individual with strong administrative expertise to provide front desk and administrative support to our networked office and secondary administrative support to the other offices and staff of Stantec as required. This position will play a key role by providing support to the local team and assisting with all office operations.
This position is based on a Monday to Friday work week from 8:00 AM to 5:00 PM with flexibility to work early, late or weekends on occasional/as-needed basis, including on short notice.
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 them for a particular use if needed, coordinating travel arrangements, scheduling meetings, maintaining electronic logs, organizing/maintaining office files, scanning and copying, processing and preparing mail and packages for shipment.
Assist with front desk coverage for lunch, breaks and when otherwise necessary. Handle all incoming calls on switchboard, directing and transferring calls, taking messages.
Ensure reception area, conference rooms, and kitchen are kept clean and tidy.
Assist outside vendors and clients with connecting to AV equipment in conference rooms.
Assist with office maintenance and cleaning related issues, recycling, etc.
Troubleshoot and/or schedule technicians for equipment when necessary (i.e. printer)
Be able to lift 15-20lbs (office supplies, cases of paper).
Adhere to company policies and procedures.
Passionate about safety and the desire to be the representative of the office safety program;
Assist the administrative team and project managers with archiving project records; filing, photocopying, collating, etc.
Miscellaneous administrative duties as required.
Your Capabilities and Credentials
Minimum 1-2 years reception/office administration experience in an office environment
Must possess excellent interpersonal skills and a strong commitment to excellence and high standards.
Must have excellent writing and editing skills.
Must demonstrate a high level of attention to detail in completion of tasks.
Must demonstrate the ability to multi-task and prioritize in a fast-paced environment and possess flexibility when juggling numerous projects simultaneously in a rapidly changing environment.
Must grasp instructions and information rapidly and apply them with varying degrees of supervision.
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 able to understand and follow written and verbal instructions.
Must be willing and able to take the initiative when needed.
Must have strong organizational, problem-solving, and analytical skills.
Professional, positive attitude is needed.
Must be proficient in Microsoft Office Suite, including but not limited to Word, Excel and PowerPoint;
Familiarity with maintaining records and archiving processes
Must have a valid drivers license and ability to make occasional office errands/deliveries
Job ID 34422
# of Openings Remaining 1
Experience (Years) 1
Discipline Operations Support