Administrative Assistant
Stantec · Monrovia
- Grounded in safety, quality, and ethics, our experts lead their fields and guide our work with rigor, a creative spirit, and a vision for growth. We draw from more than 20 technical specialties worldwide and are committed to fostering an inclusive community of diverse talents, backgrounds, and expertise. We’re a place to apply your passion and collaborate with top environmental talents on work critical to our clients and the communities they support. Join a team that has the environment down to a science.
- 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 Environmental Services team is seeking an Administrative Assistant to join our Monrovia 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.Your Opportunity
This part-time role will be to provide general administrative support to our Environmental Services team and the Monrovia office.
Your Key Responsibilities
- Provide administrative support for approximately 30 engineers, and scientists.
- Perform reception duties; greet and direct visitors.
- Perform clerical tasks including data entry, filing, photocopying, scanning etc.
- Support onboarding logistics for new employees.
- Complete lab and office inspections.
- Electronic (SharePoint, server files) and hardcopy file management. Management of tracking spreadsheets and fundamental database systems Inventory and order office equipment and supplies.
- Proofread, format and PDF documents such as proposals, reports, specifications, meeting minutes, and client correspondence.
- Support the tracking
- Coordinate mail, deliveries, couriers etc.
- Schedule meetings, books meeting rooms, handles any special requests, sets up and cleans up meetings rooms.
- Maintain stock of office supplies and ensures functionality of office equipment.
- Perform basic onboarding duties for new hires.
- Serve as the office safety coordinator (OSEC).
- Provide project-related support services.
- Performs other administrative duties as required.
- Oversight of shared storage spaces and coordination with teams using the spaces to maintain safety and organization.
- Assist with office coordination, including conference rooms, supplies and occasional social or team events.
- Coordinate and schedule with office contractors.
- Support the Stantec developing professional group and organize volunteer events.
- Assist with management and oversight of Business Center fleet vehicles
- Direct management of fleets assigned to the Monrovia office (scheduling, data tracking, invoicing, scheduling maintenance and repairs).
- Coordination and oversight of fleets across the Business Center.