Administrative Assistant

Job summary

The role involves managing document control for project deliverables and ensuring all reports and presentations meet corporate quality and accessibility standards. You will also coordinate meetings, maintain filing systems, and provide administrative support to technical teams.

Job details

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. Your Opportunity Reporting to the Team Lead and working closely with the Project Manager, this role supports technical teams in producing polished, client-ready deliverables that meet corporate quality, accessibility, and document-management standards. Your Key Responsibilities * Manage document control for reports, proposals, correspondence, submissions, and other project deliverables. * Format and process technical reports, studies, letters, forms, templates, spreadsheets, databases, and presentations. * Review deliverables for consistency, completeness, accessibility, and quality, and coordinate client submissions. * Create and maintain Word templates, styles, automated tables of contents, cross-references, and document standards. * Remediate Word, PDF, and PowerPoint files for AODA and WCAG 2.1/2.2 compliance, including headings, reading order, tags, bookmarks, tables, and alternative text. * Perform accessibility quality-assurance reviews using Adobe Acrobat Pro, CommonLook, and PAC Checker. * Maintain filing systems and support SharePoint and Microsoft 365 document-management processes. * Coordinate meetings, minutes, action items, and assigned project-support tasks while liaising with multi-office teams and resolving document-production issues. * Perform other administrative tasks as required. Your Capabilities and Credentials * Experience in project coordination, document production or control, report formatting, technical editing, or accessibility remediation is an asset. * Experience in consulting, engineering, environmental, planning, architectural, or a comparable professional-services environment. * Advanced proficiency in Microsoft Word 365 and Adobe Acrobat Pro, plus practical experience with Excel, Outlook, Teams, SharePoint, PowerPoint, Project, and InDesign. * Strong knowledge of AODA, WCAG, and PDF accessibility requirements. * Ability to format and quality-check large, complex reports and coordinate multiple contributors and deliverables. * Excellent communication, organization, time-management, and problem-solving skills, with strong attention to detail and the ability to work independently or collaboratively in a fast-paced environment. Education and Experience • Post-secondary administrative education or an equivalent combination of education and experience. • At least 2 years’ experience in consulting, engineering, environmental, planning, architectural, or a comparable professional-services environment. 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. #StayInquisitive

What you’ll do

The role involves managing document control for project deliverables and ensuring all reports and presentations meet corporate quality and accessibility standards. You will also coordinate meetings, maintain filing systems, and provide administrative support to technical teams.

Requirements

Candidates must have at least 2 years of experience in a professional services environment and possess advanced proficiency in Microsoft Word and Adobe Acrobat Pro. A post-secondary administrative education or equivalent experience is required, along with strong knowledge of accessibility standards like AODA and WCAG.

Listed skills

• Project Coordination · Preferred
• SharePoint · Preferred
• Microsoft 365 · Preferred
• Quality assurance · Preferred
• Time management · Preferred
• Communication · Preferred
• Problem solving · Preferred
• Attention to detail · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Document control
• Technical editing
• Microsoft Word 365
• Adobe Acrobat Pro
• Accessibility remediation
• AODA compliance
• WCAG compliance
• Project coordination
• Report formatting
• SharePoint
• Microsoft 365
• Quality assurance
• Time management
• Communication
• Problem solving
• Attention to detail
• Sustainable Engineering
• Document Management
• Proofreading
• Document Control
• Resilience
• Corporate Development
• Digital Transformation
• Administrative Functions
• Microsoft Word
• Microsoft Excel
• Adobe Acrobat
• Adobe InDesign
• Editing
• Spreadsheets
• Procurement
• Information Technology
• Consulting
• Creativity
• Document Production
• Environmental Consulting
• Environmental Planning
• Finance
• Leadership
• Marketing
• Problem Solving
• Project Management
• Microsoft Outlook
• Microsoft PowerPoint
• Presentations
• Project Coordination
• Quality Assurance
• Real Estate
• Microsoft SharePoint
• Time Management

Job areas

• Administrative
• Consulting
• Engineering
• Environmental & Sustainability
• Administrative Assistant
• Office / Administrative Assistant (General)
• Administrative and Executive Secretaries
• Secretaries and Administrative Assistants, Except Legal, Medical, and Executive

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