Administrative Assistant

Grounded in safety, quality, and ethics, our experts lead their fields and guide our work with rigor, a creative spirit, and a vision for growth. We draw from more than 20 technical specialties worldwide and are committed to fostering an inclusive community of diverse talents, backgrounds, and expertise. We’re a place to apply your passion and collaborate with top environmental talents on work critical to our clients and the communities they support. Join a team that has the environment down to a science.


Are you someone who enjoys working as part of a supportive team, values accuracy and organization, and can manage multiple priorities in a professional environment? Our Environmental Services team is seeking an Administrative Assistant to join our Monrovia office.


This role is well suited to an administrative professional who is comfortable supporting a variety of people and projects, enjoys collaborating with others, and brings a practical, solutions-oriented mindset to day-to-day work. You will be part of an experienced administrative team that works together to support engineers, technical staff, and leadership.

Your Opportunity

This full-time role will be to provide general administrative support to our Environmental Services team and the Monrovia office.

Your Key Responsibilities

• Provide administrative support for approximately 30 engineers, and scientists.


• Perform reception duties; greet and direct visitors.


• Perform clerical tasks including data entry, filing, photocopying, scanning etc.


• Support onboarding logistics for new employees.


• Complete lab and office inspections. 


• Electronic (SharePoint, server files) and hardcopy file management. Management of tracking spreadsheets and fundamental database systems Inventory and order office equipment and supplies. 


• Proofread, format and PDF documents such as proposals, reports, specifications, meeting minutes, and client correspondence.


• Support the tracking 


• Coordinate mail, deliveries, couriers etc.


• Schedule meetings, books meeting rooms, handles any special requests, sets up and cleans up meetings rooms.


• Maintain stock of office supplies and ensures functionality of office equipment.


• Perform basic onboarding duties for new hires.


• Serve as the office safety coordinator (OSEC).


• Provide project-related support services.


• Performs other administrative duties as required.


• Oversight of shared storage spaces and coordination with teams using the spaces to maintain safety and organization.


• Assist with office coordination, including conference rooms, supplies and occasional social or team events. 


• Coordinate and schedule with office contractors.  


• Support the Stantec developing professional group and organize volunteer events. 


• Assist with management and oversight of Business Center fleet vehicles


• Direct management of fleets assigned to the Monrovia office (scheduling, data tracking, invoicing, scheduling maintenance and repairs).


• Coordination and oversight of fleets across the Business Center.

Qualifications
Your Capabilities and Credentials

• Excellent customer service skills
• Excellent organization skills
• Positive and proactive attitude
• Dependability and punctuality
• Excellent organizational skills and attention to detail
• Flexibility to learn new skills  
• Ability to lift 15-25lbs of office supplies
• Proficiency in MS Office Suite
• Familiar with Adobe Acrobat
• Valid Driver's license and a clean MVR

Education and Experience
Clerical experience or associate’s degree or equivalent units in Office Administration
Minimum 3 years’ experience.

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.

About Stantec
Stantec is a global leader in sustainable engineering, architecture, and environmental consulting. The diverse perspectives of our partners and interested parties drive us to think beyond what’s previously been done on critical issues like climate change, digital transformation, and future-proofing our cities and infrastructure. We innovate at the intersection of community, creativity, and client relationships to advance communities everywhere, so that together we can redefine what’s possible.
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