USA Jobs is hiring: Administrative Assistant in Tampa

Administrative Assistant

We are currently seeking an Administrative Assistant in our Tampa, FL office. This person is a highly motivated individual with office administration experience to provide front desk and administrative support to our networked office. The individual will also provide secondary administrative support to the other offices and staff of Stantec as required. This position will play a key role by providing support to the local team and assisting with all office operations. This is an in-office role, Monday through Friday work week, from 8:00 AM to 5:00 PM. There is flexibility to work early, late or weekends on occasional/as-needed basis, including on short notice.

Your Key Responsibilities

Provide progressive administrative assistance within a fast-paced office environment.

Perform general office duties including, but not limited to:

• typing and formatting correspondence and meeting minutes
• use of company templates and ability to customize them for a particular use if needed
• coordinating travel arrangements
• scheduling meetings
• maintaining electronic logs
• organizing/maintaining office files
• scanning and copying
• processing and preparing mail and packages for shipment

Assist with front desk coverage for lunch, breaks and when otherwise necessary.

Handle all incoming calls on switchboard, directing and transferring calls, taking messages.

Ensure reception area, conference rooms, and kitchen are kept clean and tidy.

Assist outside vendors and clients with AV equipment connection in conference rooms.

Assist with office maintenance and cleaning related issues, recycling, etc.

Troubleshoot and/or schedule technicians for equipment when necessary (i.e., printer).

Able to lift 15 - 20 lbs (office supplies, cases of paper).

Passionate about safety and the desire to be the representative of the office safety program.

Assist the administrative team and project managers with archiving project records, e.g., filing, photocopying, collating, etc.

Miscellaneous administrative duties as required.

Your Capabilities and Credentials

Excellent interpersonal skills and a strong commitment to excellence and high standards.

Excellent writing and editing skills.

High level of attention to detail in completion of tasks.

Ability to multi-task and prioritize in a fast-paced environment and possess flexibility when juggling numerous projects simultaneously in a rapidly changing environment or frequently changing priorities.

Ability to grasp instructions and information rapidly and apply them with varying degrees of supervision.

Willing to help all levels of staff members and understand how to effectively coordinate timely assistance from other support staff to accomplish tasks in order to meet deadlines.

Willing and able to take the initiative when needed.

Strong organizational, problem-solving, and analytical skills.

Professional, positive attitude is needed.

Proficient in Microsoft Office Suite, including but not limited to Word, Excel and PowerPoint.

Familiarity with maintaining records and archiving processes.

Valid driver's license and ability to make occasional office errands/deliveries.

Education and Experience

Minimum 1-2 years reception/office administration experience in an office environment.

High School diploma required.

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.