Job Description

Your Opportunity

The Office Administrative Assistant is responsible for the coordination of office administration and procedures for our Stantec office in Boise, ID. The ideal candidate will be an energetic, team-oriented professional who can wear multiple hats and is experienced in handling a wide range of administrative, facilities and project support related tasks. Well organized, flexible and able to provide timely, accurate, and professional support in keeping with Stantec's high standards.

This position is a 20-hour a week position in Stantec’s Boise office. Work will occur with a defined schedule of four hours per day.

Your Key Responsibilities

• Front desk coverage, greeting visitors, answering telephones, mail distribution, and staff inquiries and requests.
• Maintain a well-organized electronic and paper filing system and records management.
• Manage and coordinate facility related activities associated with maintaining a safe and productive office (office repairs, space planning, security, etc.).
• Monitor and coordinate service vendors, including, supply deliveries, coffee service, etc.
• Manage office supply inventory and orders.
• Assist with onboarding coordination, scheduling, and training for new staff members.
• Provide appropriate coding for office/business center invoices and submit for processing. Assist with processing check requests.
• Serve as Office Contact, participate in monthly regional calls, and disseminate information to office leadership and staff. Act as a liaison between the local office and Human Resources.
• Coordinate office staff events including holiday parties, summer picnic, annual Stantec in the Community Week volunteer event, monthly office gatherings, all staff meetings, and special events as assigned.
• Serve as the contact for completion of required office reports as requested (i.e. Annual Carbon Footprint Report, Office Safety Report, Audits, etc.)
• Acts as a liaison between local office and IT, including assisting in equipment ordering, coordinating repair with vendors, and set up.
• Handle special projects as assigned.

Your Capabilities and Credentials

• Must possess strong organizational skills and experience with implementing process improvements for different administrative and operational tasks in the office.
• Must possess excellent time management skills and be able to prioritize meeting tight deadlines.
• Anticipate administrative needs of a busy group of staff and bring a sense of positive energy into the work environment.
• Strong knowledge of office procedures and practices, with high proficiency in MS office including Word, Excel, Outlook, and Adobe.
• Keen attention to detail with experience in creating, proofreading and editing documents.
• Ability to work with initiative, professionalism, and confidentiality, and able to work independently, multi-task and adapt to change in a very dynamic environment.
• Preferred office management and administrative experience.
• Knowledge of office management responsibilities, systems, and procedures.
• General interest/knowledge in civil design & construction is considered an asset.

Education and Experience

Minimum 2 years’ administrative, project coordination and/or professional writing/office experience.

Associate or undergraduate degree in English, communications, marketing or similar experience.

Experience in the consulting industry a plus.

Typical office environment working 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.

About Stantec

Stantec is a global leader in sustainable engineering, architecture, and environmental consulting. The diverse perspectives of our partners and interested parties drive us to think beyond what’s previously been done on critical issues like climate change, digital transformation, and future-proofing our cities and infrastructure. We innovate at the intersection of community, creativity, and client relationships to advance communities everywhere, so that together we can redefine what’s possible.

At Stantec, we have some of the world’s leading professionals passionate about enabling our business to be its best. Our business teams include finance, procurement, human resources, information technology, marketing, corporate development, HSSE, real estate, legal, and practice services. We bring diverse backgrounds, skills, and expertise and create a caring culture where everyone can thrive. Through teamwork and collaboration, we’re building a stronger, more resilient Stantec every day.