Administrative Assistant

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.

This part-time role will be to provide general administrative support to our Environmental Services team and the Monrovia office.

• 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.

• Excellent customer service skills

• Excellent organization skills

• Positive and proactive attitude

• Dependability and punctuality

• Excellent organizational skills and attention to detail

• Flexibility to learn new skills

• Ability to work under moderate supervision

• Ability to lift 15-25lbs of office supplies

• Proficiency in MS Office Suite

• Familiar with Adobe Acrobat

• Valid Driver's license and a clean MVR

Clerical experience or associate’s degree or equivalent units in Office Administration

Minimum 3 years’ experience, desired.

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…