Administrative Assistant

Stantec; Ottawa; On-site; CAD 40,000 - 55,000; Full time

Job summary

Stantec in Ottawa is seeking an Administrative Assistant to join our Buildings team. You will support engineers, technicians and leadership with a practical, solutions‑oriented mindset.

Responsibilities include reception, calendar management, document prep, project setup, collaboration tools, filing, and coordinating office activities. A collaborative, detail‑oriented professional will thrive in this role.

Qualifications

• Provides general administrative and reception support, including call screening and welcoming visitors.
• Manages calendars and coordinates meetings, travel, and events.
• Prepares, edits, proofreading, and formats documents such as proposals, reports, specifications, meeting minutes, and client correspondence.
• Assists with project setup activities, contract documentation, and tracking required project records.
• Supports the setup and administration of project collaboration tools (e.g., Teams, SharePoint), as requested.
• Maintains electronic filing systems, document and equipment logs, and basic databases.
• Supports special projects and leadership initiatives as assigned.
• Assists with office coordination, including meeting rooms, supplies, and occasional social or team events.

Responsibilities

• 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

Skills

Calendar management

Meeting coordination

Document formatting

Reception and call screening

Attention to detail

Team collaboration

Tools

Teams

SharePoint

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.