Administrative Assistant

Stantec

Ottawa

On-site

CAD 53,700 - 75,300

Full time

14 days+

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Job summary

Stantec in Ottawa is seeking an Administrative Assistant to support a team of engineers and technicians. You will manage multiple priorities, deliver excellent customer service, and maintain effective communication within the team. The role requires strong organizational skills and proficiency in Microsoft Office. A collaborative environment awaits you with opportunities for growth. The annual salary ranges from $53,700 to $75,300, and full-time hours are offered.

Qualifications

Proven ability to manage multiple assignments and prioritize effectively.
Experience with travel booking systems is a plus.
Solid foundation in office administration.

Responsibilities

Provide general administrative support and reception duties.
Manage calendars and coordinate meetings.
Prepare and format documents like proposals and reports.

Skills

Strong written, verbal, and interpersonal communication skills

Attention to detail

Customer-service mindset

Organizational skills

Proficiency in Microsoft Office

Tools

Microsoft Office

Adobe / Bluebeam

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

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, and 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.

Salary Range