Administrative Assistant

Stantec; Philadelphia (Philadelphia County); On-site; USD 45,000 - 60,000; Full time

Benefits offered by this job

Medical, dental, and vision plans

401(k) plan

Paid holidays and vacation

Tuition reimbursement

Job summary

Stantec Consulting International Ltd. is looking for a detail-oriented Administrative Assistant to support its Philadelphia office. This role focuses on managing reports, meeting minutes, and digital files effectively. Ideal candidates will have experience with OneDrive and SharePoint, along with strong proficiency in Microsoft Office Suite.

The position requires excellent organizational skills, attention to detail, and the ability to prioritize tasks. Join us in shaping your future and contributing to community projects.

Qualifications

• Minimum 3 years of experience as an Administrative Assistant.
• Experience in a similar role is preferred.
• Able to prioritize tasks effectively.

Responsibilities

• Perform administrative functions such as document preparation and filing.
• Assist in the collection and analysis of data for report preparation.
• Maintain and organize electronic files.
• Record meeting minutes and prepare meeting agendas.

Skills

Experience with OneDrive and SharePoint

Organizational skills

Time-management skills

Attention to detail

Proficiency in Microsoft Office Suite

Written and verbal communication skills

Education

High School Diploma or equivalent

Associate's Degree in Business Administration

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Outlook

Job description

When you care deeply about the work you do, it’s rewarding to see it through from concept to completion. We partner with clients to provide both program management and construction management to strategize, plan, and implement projects that drive organizations forward. From hospitals and airports to university campuses, mass transit systems, water treatment facilities, mines, and wind farms, we've successfully managed thousands of projects.

Joining our team, turning visionary ideas into reality, will shape your future—and the future of your community.

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.

Typical office environment working with computers and remaining sedentary for periods of time. Field work may include exposure to the elements including inclement weather.

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.

Pay Transparency: In compliance with pay transparency laws, pay ranges are provided for positions in locations where required. Please note, the final agreed upon compensation is based on individual education, qualifications, experience, and work location. At Stantec certain roles are bonus eligible. Actual compensation for part‑time roles will be pro‑rated based on the agreed number of working hours per week.

Benefits Summary: Regular full‑time and part‑time employees (working at least 20 hours per week) have access to medical, dental, and vision plans, a wellness program, health saving accounts, flexible spending accounts, 401(k) plan, employee stock purchase program, life and accidental death & dismemberment (AD&D) insurance, short‑term/long‑term disability plans, emergency travel benefits, tuition reimbursement, professional membership fee coverage and paid family leave. Regular full‑time and part‑time employees will receive ten paid holidays in each calendar year. In addition, employees will be eligible to accrue vacation between 10 and 20 days per year and eligible for paid sick leave (and if more generous, in accordance with state and local law).

Temporary/casual employees have access to 401(k) plans, employee stock purchase program, and paid leave, in accordance with state and local law.

The benefits information listed above may not apply to union positions because benefits for such positions are governed by applicable collective bargaining agreements.

Primary Location: United States | PA | Philadelphia
Organization: 1798 Buildings-US PMCM-Philadelphia PA
Employee Status: Regular
Business Justification: New Position
Travel: Yes
Schedule: Full time
Job Posting: 08/06/2026 06:06:27
Req ID: 1006233

Stantec provides equal employment opportunities to all qualified employees and applicants for future and current employment and prohibit discrimination on the grounds of race, colour, religion, sex, national origin, age, marital status, genetic information, disability, sexual orientation, gender identity or gender expression. We prohibit discrimination in decisions concerning recruitment, hiring, referral, promotion, compensation, fringe benefits, job training, terminations or any other condition of employment. Stantec is in compliance with laws and regulations and ensures equitable opportunities in all aspects of employment. At Stantec we are committed to ensuring our recruitment process is accessible to all. If you require reasonable adjustments to be made during the recruitment process then please inform a member of our Talent Acquisition team.