Administrative Assistant Job at Stantec in Indianapolis

Grounded in safety, quality, and ethics, our experts lead their fields and guide our work with rigor, a creative spirit, and vision for growth. We draw from more than 20 technical specialties around the globe and are committed to fostering an inclusive community of diverse talents, backgrounds, and expertise. We're a place to apply your passion and collaborate with top environmental talents on work that's critical to our clients and the communities they support. Join a team that has the environment down to a science.

Your Opportunity

We are currently seeking an Administrative Professional located in Indianapolis, IN. The successful candidate will have demonstrated experience in a similar role, a high degree of professionalism, and excellent client service and communication skills. Additionally, candidates will demonstrate strong organizational skills with the ability to quickly change between tasks and changing priorities. This shared services position will play a key role by providing support to Stantec's two local offices, assisting with office operations, and collaborating with administrative support teams across in the firm.

Due to the nature of this position needing to provide in-office support, remote work is not available.

Your Key Responsibilities

80%

• Provide progressive administrative assistance within a client-focused office environment. Perform general office responsibilities including, but not limited to:
• Greet guests warmly while maintaining office security by following safety procedures
• Maintain office supplies and promotional materials, ensure printing and other equipment operates smoothly, including performing preventative maintenance, arranging repairs, and liaising with property management.
• Assist staff with booking office resources, preparing meeting rooms, and planning events; maintain and arrange kitchen supplies
• Help staff with travel arrangements and expense submissions
• Provide support for scanning, copying, and printing tasks and organize and maintain office files, electronic documents, logs, and other reports
• Prepare, prioritize, sort, distribute, package and ship mail
• Support staff with weekly timecard administration
• Partner with managers and Human Resources with the onboarding of new employees
• Support the Office Safety and Environmental Coordinator which includes but is not limited to, acting as a resource to local office operations in the administration of day-to-day safety activities, and distributing of Health, Safety, Security, and Environment Program documents.

20%

• Provide administrative support to senior leadership, managing schedules and calendars, and tracking ongoing commitments and upcoming deadlines
• Support business leaders with reports on utilization, business development, and fleet management
• Assist project teams by creating, reviewing, and finalizing deliverables, including memos, letters, correspondence, meeting minutes, submittal packages, qualification packages, proposals, and reports using Microsoft Word, Excel, and PowerPoint; utilize and customize company templates, as needed
• Input data into spreadsheets and online databases to build reports
• Assist the administrative team and project managers with archiving project records
• Collaborate with managers, accounts payable (AP), and project billing (AR) teams to process invoices.
• If interested, may assist in aiding with technical writing by reviewing and restructuring sentences or paragraphs to clearly convey the main thesis (advanced subject matter knowledge not required).

Your Capabilities and Credentials

• Ability to quickly toggle between responsibilities, demonstrate strong problem-solving and analytical skills with the ability to prioritize, organize multiple concurrent assignments and meet deadlines
• Must have flexibility, and willingness to work with frequently changing priorities
• Demonstrate a high level of attention to detail in completion of tasks and provide follow up in a timely manner
• Grasp instructions and information and apply them with varying degrees of supervision
• Excellent interpersonal and verbal skills, ability to work with hybrid staff, and a strong commitment to excellence and high standards
• Customer service focused
• Ability to work effectively across the practice and individually while coordinating timely assistance from other support staff to accomplish goals to meet deadlines
• Demonstrate excellent writing and editing skills
• Possess strong working knowledge Microsoft Office including Outlook, Word, Excel, PowerPoint, Adobe Acrobat, and Teams
• Possess a willing, adaptable, and flexible approach with a 'can-do' attitude
• Willing and able to take the initiative when needed
• Maintain discretion and confidentiality
• Ability to work effectively in a fast-paced environment and work flexible hours, as needed
• Willing to support and network with administrative assistants in other regional Stantec offices.

Education and Experience

•High school diploma or equivalent, college degree preferred

•Minimum three (3) years' experience working in a professional office environment

• Experience in an architecture/engineering/consulting firm, a plus
• Experience supporting teams of 40+ personnel, highly desirable

Typical office environment working with computers and remaining sedentary for 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.

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.