Administrative Assistant
Stantec•Philadelphia, PA
•Onsite
About The Position
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.
Requirements
- 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.
- High School Diploma or equivalent required.
- Minimum 3 years of experience as an Administrative Assistant or in a similar role.
Nice To Haves
- Associate's Degree in Business Administration or a related field preferred.
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.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
