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We create the connections that get people and goods moving—whether by car, bus, train, plane, or their own two feet. Working within the context of the communities we serve, we provide planning, engineering, and infrastructure management services that fit the needs of our clients and improve the overall transportation experience. Join our team and help us keep communities connected. Your Opportunity We are seeking a highly organized and proactive Administrative Assistant to support business development, project setup, and delivery activities across our Transportation Business Centre (BC) in Ontario. This role is a key connector between Business Centre leadership, Project Managers, Project Accounting, and Corporate support teams, ensuring opportunities and projects are set up efficiently, accurately, and in accordance with corporate policies and procedures. Your Key Responsibilities The successful candidate plays a critical role in enabling our teams to focus on technical delivery by managing administrative, financial, and systems-based processes from opportunity award through project closeout. Opportunity & Project Setup * Support the coordination of municipal and/or Ministry of Transportation (MTO) proposal submissions, including document preparation, formatting, compliance reviews, and submission coordination. * Coordinate proposal documentation, resumes, project profiles, and other supporting materials. * Update and maintain opportunity information in the pipeline and other internal systems. * Prepare Project Setup Forms (PSFs) and coordinate approvals with Project Managers and Business Centre leadership. * Coordinate Internal Work Orders (IWOs) in accordance with Signing Authority Policy. * Liaise with Project Accounting to support timely and accurate project setup. Project Controls & Administration * Create and maintain project folders and records in accordance with Global Data Management (GDM) practices. * Support Project Managers with project plan documentation, independent reviews, and required records. * Ensure required documentation is complete, approved, and properly filed. Business Centre Support * Provide ongoing administrative and coordination support to Business Centre leadership and project teams. * Assist with reporting, tracking, and general BC administration activities. * Support continuous improvement of BC administrative processes and tools. * Liaise with staff members and assist with project administration including reports, proposals, correspondence schedules, minutes, spreadsheets, letters, presentations, database lists, specifications, contracts, etc. * Process expense reports and administer timecards, as required * Coordinate travel arrangements. * Manage electronic calendars, including scheduling meetings and coordinating boardroom bookings. A career in transportation is more than bridges, roads, and rail. As we plan, design, and manage projects that move people and goods from Point A to Point B, we create connections that transform our communities. Every airport, road, bridge, port, or transit project is an opportunity to make communities safer, cleaner, and more resilient. Together, we’re making an impact around the world. If you’re looking for a career that moves, join our team of professionals who are passionate about the future of transportation. 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) will have access to health, dental, and vision plans, a wellness program, health care spending account, wellness spending account, group registered retirement savings plan, employee stock purchase program, group tax-free savings account, 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 time off. Temporary/casual employees will have access to group registered retirement savings plan, employee stock purchase program, and group tax-free savings account. The benefits information listed above may not apply to union positions because benefits for such positions are governed by applicable collective bargaining agreements.

What you’ll do

The Administrative Assistant supports business development and project delivery by managing administrative, financial, and systems-based processes. Key tasks include coordinating proposal submissions, setting up projects, and providing ongoing administrative support to leadership and project teams.

Requirements

Candidates should have 3–5 years of experience in a professional services, consulting, or engineering environment. Proficiency in MS Office and a strong understanding of project setup and financial controls are required.

Benefits

• Health insurance • Dental insurance • Vision insurance • Wellness program • Health care spending account • Wellness spending account • Group registered retirement savings plan • Employee stock purchase program • Group tax-free savings account • Life insurance • Accidental death & dismemberment insurance • Short-term disability plan • Long-term disability plan • Emergency travel benefits • Tuition reimbursement • Professional membership fee coverage • Paid time off

Listed skills

• Microsoft Excel · Preferred
• Microsoft Word · Preferred
• Microsoft Outlook · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Administrative support
• Proposal coordination
• Project setup
• Financial controls
• Document preparation
• Compliance review
• Data management
• Project reporting
• Calendar management
• Travel coordination
• Ms office
• Excel
• Word
• Outlook
• Teams
• Powerpoint
• Project Administration
• Expense Reports
• Project Controls
• Time Off Management
• Resilience
• Planning
• Business Development
• Spreadsheets
• Continuous Improvement Process
• Data Management
• Project Planning
• Document Preparations
• Leadership
• Infrastructure Management Services
• Project Management
• Presentations
• Project Accounting
• Travel Arrangements
• Scheduling
• Coordinating
• Project Closure

Job areas

• Administrative
• Transportation
• Engineering
• Consulting
• Finance & Accounting
• Administrative Assistant
• Office / Administrative Assistant (General)
• Administrative and Executive Secretaries
• Secretaries and Administrative Assistants, Except Legal, Medical, and Executive