Administrative Assistant

Stantec

Dartmouth, Canada

On-siteCareer-pivot friendly

Who this role is best for

Best suited to candidates with 3+ years of administrative support experience working in engineering and architectural business centres.

Best fit for

Candidates with 3+ years of administrative support experience and a background in engineering or architecture
— “3yrs of administrative support experience required”
Professionals who thrive in team-based environments and enjoy supporting technical professionals
— “Our Buildings team is seeking an Administrative Assistant to join our Ottawa office”

Things to consider

The role primarily supports teams in Ontario, which may require relocation or local presence
— “primarily supporting business centres across Ontario”
Candidates must be prepared to assist teams in other locations as needed, which may involve travel or remote coordination
— “flexibility to assist teams in other locations as required”

How to stand out

Highlight experience with project collaboration tools like Teams and SharePoint in your resume and interview
— “Supporting the setup and administration of project collaboration tools”
Demonstrate your experience in formatting and proofreading technical documents such as proposals and reports
— “Preparing, editing, proofreading, and formatting documents such as proposals, reports”
Showcase your adaptability and willingness to learn new systems and processes
— “Be adaptable and willing to learn new systems and processes as needs evolve”
Demonstrate your ability to maintain confidentiality and attention to detail in administrative tasks
— “Maintain accuracy, confidentiality, and attention to detail in all administrative tasks”

Pace · SteadyCollaboration · HighAutonomy · MediumDecision Impact · Individual

Derived from job-description analysis by Serendipath's career intelligence engine.

What success looks like

manage calendars and coordinate meetings
prepare and edit documents
assist with project setup activities
support special projects and leadership initiatives

Typical background

3 years of administrative support experience

Skills & requirements

Required

Administrative SupportCalendar ManagementDocument PreparationProject Setup ActivitiesCollaboration Tools SetupData EntryEvent Coordination

Preferred

3 Years Of Administrative Support Experience

Stack & domain

CalendarsCoordinating MeetingsTravelEventsPreparing DocumentsEditingProofreadingFormattingProject Setup ActivitiesContract DocumentationTracking Required Project RecordsProject Collaboration Tools (teams, Sharepoint)Electronic Filing SystemsDocument And Equipment LogsBasic DatabasesOffice CoordinationCollaborationCommunicationSound JudgmentAccuracyConfidentialityAttention To DetailAdaptabilityWillingness To LearnAdministrative SupportEngineeringTechnical StaffLeadership

About the role

Original posting from Stantec

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 architects, engineers, technicians, and technologists, your responsibilities will vary day‑to‑day and may include:
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.
Education and Experience
3yrs of administrative support experience required

Source: Stantec careers