Administrative Assistant

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.

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.

Your Capabilities and Credentials

You Are An Effective “team Player” Who Has An Ability To Work With Little Or No Supervision, Multi-task And Have The Ability To Work Effectively In An Environment With Competing Priorities And Confidential/sensitive Issues. As a Self-motivated Individual, You Excel At Working Independently And Also Enjoy a Team Environment. Additional Qualification Details Include

• Minimum 3–5 years of experience in a professional services, consulting, or engineering environment.
• Experience supporting proposal coordination or business development activities is considered a strong asset, particularly experience with municipal and/or Ministry of Transportation (MTO) proposals.
• Strong understanding of project setup, financial controls, and administrative workflows.
• Proficiency with MS Office (Excel, Word, Outlook, Teams, PowerPoint).
• Excellent organizational skills with the ability to manage multiple priorities and deadlines.
• Strong communication skills and the ability to work effectively with multidisciplinary teams.

Education and Experience

This role does not require an individual to have any specific education or training, but candidates with relevant experience/education along with an administrative related certificate or diploma will be given preference.

Why Join Us

• Be a key contributor to the success of a growing Transportation Business Centre.
• Work closely with Business Centre leadership and project teams on meaningful transportation infrastructure projects.
• Opportunity to grow your career within a collaborative, professional services environment.
• Flexible work arrangements and a supportive team culture.

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.

Pay Range

• Locations Outside of Lower Mainland - BC & Various locations in Ontario-$59,300.00 - $86,000.00 Annually

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.

Primary Location: Canada | ON | Hamilton

Other Locations: Canada | ON | London

Organization: BC-1650 Transpt-CA Ontario West

Employee Status: Regular

Business Justification: Replacement

Travel: No

Schedule: Full time

Job Posting: 30/07/2026 08:07:18

Req ID: 1007038

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