Administrative Assistant

1 week ago

Knoxville, United States Stantec Full time

Many of the world's top engineers and scientists have come together in our Water business because they view a community's interaction with water a bit differently-as a single holistic system rather than as unconnected networks divided by jurisdictional boundaries. Our team provides a new path towards water sustainability with solutions that allow for the reuse and conservation of this precious resource. Working throughout the hydrologic cycle, we make sure the appropriate quality and quantity of water is where it should be and available when it's needed. Our experts lead their fields and guide our work with scientific rigor, an innovative spirit, and a vision for growth. Every day, we help communities improve their water efficiency and protect their water resources for future generations. By 2025 we're hiring 2,000 people (like you) to join our team. Apply today H2O+U

Your Opportunity

The Stantec office in Knoxville, TN is seeking a highly motivated individual with strong communications skills and administrative expertise to support a soon to be opened 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 with project delivery and financial assets, is a team player and is self-sufficient. Join our team and help us create communities

Your Key Responsibilities

  • Administrative assistance to senior management and other personnel within the office.
  • Attend meetings when needed and prepare agenda, meeting minutes, and action items.
  • General office support duties include, but are not limited to, performing:
    • coordinating facility maintenance with building management or outside vendors
    • vendor management including contract review and invoice tracking
    • keeping COIs current
  • General project 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
    • correspondence
    • formatting presentations and database lists
  • Assist with Marketing and Business Development efforts including, proposal development and pursuit tracking.
  • Work with Project Managers to support project delivery and execution including potential schedule management and prioritization, budget review and deliverable tracking
  • 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.
  • Support new hire orientation in the office, including ordering of computers, ensuring workspace is set up, setting up security access, providing office tour, directing new hire to orientation material and review training checklists, assist new hires with ordering of mobile phone, credit card and business cards.
  • Disseminate HR materials such as employment law posters and coordinating any onsite events.
  • 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.
  • Processes expense reports, invoices, orders, timecards etc.
  • Coordinates travel itineraries and arrangements.
  • Assists with document control including filing and archiving.
  • Performs other administrative duties as required.
Your Capabilities and Credentials
  • 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.
  • Strong multi-tasking skills with the ability to prioritize and organize multiple concurrent assignments.
  • Excellent computer skills, including MS Word, Excel, InDesign and PowerPoint.
  • Must grasp instructions and information rapidly and apply them with varying degrees of supervision.
  • 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.
Education and Experience
  • A high school diploma is required, college degree is preferred.
  • Must have five (5) years of experience in an administrative assistant role. Supervisory experience preferred. A broad range of skills and experience is highly desired.

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

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.

Stantec is a place where the best and brightest come to build on each other's talents, do exciting work, and make an impact on the world around us. Join us and redefine your personal best.

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