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Administrative Assistant at Stantec in Ottawa, Ontario, CA
Skills
Job Description
Your Opportunity
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 Buildings team is seeking an Administrative Assistant to join our Ottawa 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.
What Success Looks Like in This Role
Success in this position is built on collaboration, communication, and sound judgment. You will be expected to:
- Manage your own work effectively while contributing positively to a team environment
- Balance multiple requests and deadlines by setting priorities and managing expectations
- Communicate clearly and professionally with internal teams, clients, and vendors
- Maintain accuracy, confidentiality, and attention to detail in all administrative tasks
- Be adaptable and willing to learn new systems and processes as needs evolve
A friendly, approachable attitude and a genuine interest in helping others will set you up for success.
Your Key Responsibilities
As part of an administrative team supporting a business centre of approximately 170 engineers, technicians, and technologists, your responsibilities will vary day‑to‑day and may include:
- Providing general administrative and reception support, including call screening and welcoming visitors
- Managing calendars and coordinating meetings, travel, and events
- Preparing, editing, proofreading, and formatting documents such as proposals, reports, specifications, meeting minutes, and client correspondence
- Assisting with project setup activities, contract documentation, and tracking required project records
- Supporting the setup and administration of project collaboration tools (e.g., Teams, SharePoint), as requested
- Maintaining electronic filing systems, document and equipment logs, and basic databases
- Supporting special projects and leadership initiatives as assigned
- Assisting with office coordination, including meeting rooms, supplies, and occasional social or team events
This role supports a wide range of administrative functions through collaboration with an established administrative team, primarily supporting business centres across Ontario, with the flexibility to assist teams in other locations as required.
Qualifications
Your Capabilities and Credentials
You bring a solid foundation in office administration and enjoy working in a structured yet fast‑moving environment. You are comfortable taking initiative but also recognize when collaboration and escalation are appropriate.
Key qualifications include:
- Strong written, verbal, and interpersonal communication skills
- Proven attention to detail, particularly in editing and proofreading documents
- Ability to manage multiple assignments, prioritize effectively, and meet deadlines
- A customer‑service mindset and professional approach when supporting staff and clients
- Discretion and sound judgment when handling confidential information
- Strong organizational skills and familiarity with standard office procedures
- Ability to work both independently and collaboratively within a team
- Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook, Teams, OneNote; Adobe / Bluebeam an asset)
- Willingness and ability to learn new tools and systems
- Experience with travel booking systems, NMS Specifications, or NBS Chorus is considered an asset
Why Join the Team
You will be part of an established administrative team that reflects our values of collaboration, teamwork, shared accountability, that supports one another’s success. The role offers a diverse range of responsibilities, regular interaction with technical professionals, and the opportunity to make a meaningful contribution to the smooth and effective operation of a busy, professional office environment.
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.