Administrative Assistant

Your Opportunity

We are seeking a highly organized and proactive administrative professional to join our growing Buildings team. Based in Calgary and supporting approximately 300 staff across Alberta – with occasional support to other Canadian regions – you’ll play a key role in both business development efforts and proposal support.

This role is ideal for someone who thrives in a fast-paced, collaborative environment and enjoys balancing logistics with creativity. You will work closely with technical experts in building architecture, engineering and interior design, helping to keep proposals polished and compelling. 

A key focus of the role is the preparation of professional, high-quality proposals that effectively communicate our team’s expertise and services. You’ll become familiar with our people, projects, and processes to ensure proposal content is strategic, compelling, and tailored to client needs.

This role requires a proactive, detailed orientation and organized individual who thrives in a dynamic, team-oriented environment.

Your Key Responsibilities

• Preparing, editing, proofreading, and formatting documents such as proposals, reports, specifications, meeting minutes, and client correspondence
• Assisting with project setup activities, contract documentation, and tracking required project records
• Supporting the setup and administration of project collaboration tools (e.g., Teams, SharePoint), as requested
• Maintaining electronic filing systems, document and equipment logs, and basic databases
• Supporting special projects and leadership initiatives as assigned
• Assisting with office coordination, including meeting rooms, supplies, and occasional social or team events. 
• Collaborating with internal marketing and subject matter experts to develop high-quality proposals and support the writing thereof.
• Monitoring internal systems to identify new project opportunities
• Plan and coordinate business development events and team participation.
• Create promotional materials to support marketing efforts.

Your Capabilities and Credentials

• Ability to work with others on complex proposals of varying sizes and sectors.
• Support the practice in aiding in the completion and review of presentations relating to thought and project leadership.
• Work as a contributing team member within a multi-discipline team.
• Ability to solve problems using sound professional judgment, creativity, and innovation.
• Proficient in relevant software programs including (MS) Office Suite (Word, Excel and PowerPoint), and proposal development apps such as InDesign  
• Strong written and verbal communication skills, with a high level of English proficiency (post-secondary English is an asset)
• Ability to meet tight deadlines and manage multiple priorities.
• Recognizes when functional problems are developing and proactively initiates appropriate corrective actions.
• Understand and work within Stantec's quality control guidelines.
• Comply with Stantec's EH&S program.
• A collaborative mindset and eagerness to learn.
• Strong desire to learn and work in a team environment

Education and Experience

Completion of a Degree, diploma, or certificate in a related field; or equivalent combination of education and experience. Minimum of 5 years of related work experience.  Previous role(s) in proposal development for architecture and engineering consulting firms considered of a benefit.

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.

Stantec is a place where the best and brightest come to build on each other’s talents, do exciting work, and make an impact on the world around us. Join us and redefine your personal best.

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 futureproofing 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