Office Assistant jobs in United States

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We are currently seeking a highly motivated and proactive Office Administrative Assistant to assist with office operations within our office located in Winnipeg. You will be responsible for assisting with the office's facility operations and management, as well as assuming a lead role for a full range of shared services activities and helping to cover other shared services team members including reception as required. Additionally, your role provides fully qualified administrative support to Senior Leadership and the Training & Communication function with our organization’s Health Safety Security & Environment team.

The candidate must be able to organize and prioritize multiple tasks, effectively manage challenging situations, and consistently make efficient, high-quality decisions. The ability to respond to various working and communication styles while developing open, effective, and consistent communication with the managing leaders and staff is essential along with enthusiasm to motivate and support the shared services team. The candidate will have shared responsibility for the multi-floor office, including the maintenance and operations, workplace safety, driving employee engagement initiatives and contract services. Additionally, this role will provide crucial support to the office leader, acting as a key liaison and facilitator for various strategic initiatives and day-to-day operations.

• Develop and maintain strong, positive relationships with the office leadership and staff
• Work with internal client groups to assess and resolve their office/facility-related needs. Ensure needs of local client group are being most effectively met
• Maintaining confidentiality of records and ensuring document destruction as necessary
• Managing off-site storage facilities and records management for all office locations
• Support other regional/shared services special projects and activities when assigned
• Support the implementation of office policies by setting up procedures and standards to guide the operation of the office
• Assist the OL with the budgeting process for shared services
• Manage third-party vendor contracted services as required
• Achieve cost savings through maximizing utilization of suppliers, preferred vendors/contractors and identify additional efficiency opportunities
• Ensure all site management and operations practices comply with Stantec standards
• Secondary contact for building property management - available on call 24/7 as needed
• Office Safety & Security – liaise with building property management regarding issues/concerns, i.e., building entrance doors, parking lot lighting, vandalism, etc., monitor interior security access system and cameras, and replace equipment as required, maintenance and control of visitor records and distribution of building access cards, office keys, etc.
• Maintain and create secured files and databases for Facilities and Health, Safety, Security and Environmental (HSSE), includes security system, access card system, maintenance requests, and reports
• Lead and assist with the onboarding of new employees, access cards, parking, and tours
• Communicate HSSE initiatives and support messaging in their area of responsibility.
• Participate in regional OSEC/JHSC conference calls.
• Complete worksite inspections for the Winnipeg office
• Participate as a member of the Emergency Response Team; assist to provide a safe and secure working environment
• Collaborate with Social Committee to coordinate office social activities
• May be required to sit on internal committees as office management representative
• Help maintain operational accountability by tracking key metrics and preparing reports
• Provide administrative support for the office leader's strategic initiatives and projects
• Offer general administrative assistance to the office leader, including managing schedules, organizing meetings, and handling correspondence
• Other duties, as assigned

• Strong leadership and team building skills
• Excellent interpersonal, communication and organizational skills
• Customer service centric approach to working with internal clients; superior client relationship management skills
• Computer proficiency with MS Office
• Proven clearly written and oral communication skills
• Detail oriented with the ability to handle multiple processes and prioritize tasks
• Enthusiastic demeanor, collaborative approach, and solutions oriented
• Proven critical thinking and problem-solving skills
• The ability to work well under pressure, and take initiative,
• Ability to maintain discretion and confidentiality at all times.
• A positive, proactive attitude, high-energy level, flexibility, dependability, and willingness to learn new skills and be a team player

• Minimum 5 years progressive administrative experience in a professional setting.
• Bachelor's degree / administration diploma or equivalent experience is preferred.

Typical office environment working primarily in the office with computers and remaining sedentary for long periods of time.

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.

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