We are strategizing, planning, and implementing projects that help clients achieve their organization’s objectives. Join our award-winning program management team and bring transformational project solutions to life.

By managing capital programs and projects as if they were our own, our project management business, and technical experts work with clients to strategize, plan, and implement projects that help them achieve their organization’s objectives. Our award-winning team has managed thousands of projects across all sectors — hospitals, airports, and entire university campuses; infrastructure like mass transit and water-treatment facilities; and energy and resource assignments, from mines to wind farms.

Your Opportunity

We are seeking a highly organized and detail-oriented Administrative Assistant to support our growing team in our Philadelphia, PA office. In this role, you will focus primarily on the efficient management of reports, meeting minutes, digital files, and online resources. The ideal candidate is a proactive and resourceful individual with excellent communication and interpersonal skills.

Your Key Responsibilities

Perform administrative functions such as document preparation, filing, sorting, and book marking. Assist in the collection and analysis of data for report preparation. Maintain and organize electronic files within company-wide platforms (e.g., OneDrive, SharePoint) ensuring proper naming conventions and folder structures. Accurately and timely prepare, format, and distribute various reports (e.g., weekly/monthly progress reports, financial reports, project reports). Attend meetings, accurately record minutes, and distribute them promptly to all attendees. Prepare meeting agendas and materials as needed. Support team members and leadership with Report Preparation, Meeting Minutes and PDF Conversions with uploading to client FTP Sites. Assist in preparation of internal & external memos, correspondence, presentations, proposals, check requests, expense reports, and general reports (editing, formatting, proofing). Manage and coordinate schedules and appointment setups. Support project teams with client deliverables in Microsoft Word, Excel, Project and PowerPoint. Research and bookmark valuable online resources (articles, websites, tools) for easy access by team members. Schedule and coordinate meetings and conference calls.

Your Capabilities and Credentials

Experience with OneDrive and SharePoint is required. Strong organizational and time-management skills with the ability to prioritize tasks effectively. Excellent attention to detail and accuracy. Strong written and verbal communication skills. Ability to work independently and as part of a team. Proactive and resourceful problem-solving skills. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) is essential.  

Education and Experience 

High School Diploma or equivalent required; Associate's Degree in Business Administration or a related field preferred. Minimum 3 years of experience as an Administrative Assistant or in a similar role.

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.

Additional Information