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.
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.
Stantec's New Your City office is seeking an Administrative Assistant to support Marketing, Engineering Projects and Business Development, helping to grow our Transportation-Infrastructure business. This position is ideal for a detail-oriented professional with strong communication skills, preferably with experience in the Architecture, Engineering and Construction industry, who thrives in a deadline-driven environment and is eager to learn all aspects of capture planning and lead potential pursuits.
Your Opportunity
In this role, you will support a wide range of marketing, business development, and contract-administration activities. You will collaborate closely with marketing, technical, and business leaders to develop high-quality pursuit materials and ensure that project and contract documentation is accurate, current, and compliant with client requirements. This position follows a hybrid work schedule, offering flexibility to work remotely while maintaining strong team collaboration. Employees are expected to be in the office a minimum of three days per week to support project coordination and client engagement.
Your Key Responsibilities
Prepare pursuit and proposal materials, ensuring project information and staff resumes are updated and formatted correctly.
Work with marketing, technical, and business leaders to develop thoughtful, high-impact submittals and presentations that clearly communicate the firm's competitive advantage across multiple business sectors.
Support proposal strategy and development, contributing to both written content and graphical components (layouts, charts, infographics, and other visual elements).
Coordinate the creation and delivery of client-facing materials and communications in alignment with the corporate brand, supporting growth, brand awareness, and market leadership goals.
Budget and coordinate the annual project photography needs for the team
Coordinate and organize internal marketing materials such as project photography, presentations, brochures, etc.
Request and track required subconsultant information for all submittals.
Coordinate completion and submission of required forms for new and active contracts including collaboration with other offices.
Prepare and submit recurring reports, including the annual Salary Roster and Maximum Salary Rate Roster, and request maximum and specific hourly rates from the State following roster submission.
Maintain and submit quarterly new-hire updates for inventory salary rosters, logging and organizing staff requests throughout the year for inclusion in future submissions.
Update monthly workload reports and maintain current design and construction inspection inventories.
Track and maintain lists of consultant performance evaluations and debriefings.
Prepare monthly agendas for NYSDOT or similar client coordination meetings.
Draft, finalize, and distribute meeting minutes, and post them to internal systems such as Pipeline.
Maintain internal information management systems related to opportunity and lead tracking, including adding new opportunities/ads, updating statuses, and ensuring data accuracy.
Assist with the budgeting, planning, and internal approvals for conference and tradeshows.
Assist with conferences and tradeshows, community engagement activities, and general communications, including logistics, materials development, and follow-up tasks.
Assist with document control and administration of tasks such as invoices, expenses, and timecards.
Your Capabilities and Credentials
Proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook) and Adobe Creative Suite, particularly InDesign and Illustrator.
Strong organizational, prioritization, and time-management skills, with the ability to manage multiple concurrent deadlines in a fast-paced environment.
Ability to work both independently and as part of larger regional and cross-functional teams.
Demonstrated creativity in written and graphical outputs and a strong interest in developing skills in capture planning, proposals, and business development.
Education and Experience
Post-secondary education in business, marketing, communications, or a related field, or equivalent combination of education and experience.
Minimum of 3 years of experience in strategy-related, marketing, or administrative support role, preferably within the A/E/C industry.
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.
Why Choose Stantec
Career development resources to expand your skills, enhance your expertise, and grow your career.
Ability to work alongside others who share your passion to improve communities through exciting and unique projects.
Ability to join Stantec committees, employee resource groups, participate in community volunteering, and join various company or local groups/initiatives.
We put people first and want to help you make that appointment or the baseball game that you need to attend. At Stantec, we have a hybrid, flexible work schedule that meets both business and individual needs.
Stantec's New York City office is conveniently located in Midtown Manhattan, walking distance from Grand Central Terminal, Penn Station, and the Port Authority Bus Terminal. Overlooking Bryant Park and the historic New York Public Library, the neighborhood is home to countless restaurants, coffee shops, and iconic Fifth Avenue shopping. With multiple disciplines located under one roof, our New York City office fosters a collaborative approach to tackling technically complex, never-seen-that-before challenges that our clients present and our urban fabric demands.
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 future-proofing 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.
Pay Range:
Locations in NYC & CA (Bay Area) & NJ (RP)-$67,500.00 - $94,500.00 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) have access to medical, dental, and vision plans, a wellness program, health saving accounts, flexible spending accounts, 401(k) plan, employee stock purchase program, 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 family leave. Regular full-time and part-time employees will receive ten paid holidays in each calendar year. In addition, employees will be eligible to accrue vacation between 10 and 20 days per year and eligible for paid sick leave (and if more generous, in accordance with state and local law).
Temporary/casual employees have access to 401(k) plans, employee stock purchase program, and paid leave, in accordance with state and local law.
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: United States | NY | New York
Organization: 1923 Transpt-US Northeast Infrastructure-New York NY
Employee Status: Regular
Business Justification: Replacement
Travel: No
Schedule: Full time
Job Posting: 09/02/2026 04:02:23
Req ID: 1004223
Stantec provides equal employment opportunities to all qualified employees and applicants for future and current employment and prohibit discrimination on the grounds of race, colour, religion, sex, national origin, age, marital status, genetic information, disability, sexual orientation, gender identity or gender expression. We prohibit discrimination in decisions concerning recruitment, hiring, referral, promotion, compensation, fringe benefits, job training, terminations or any other condition of employment. Stantec is in compliance with laws and regulations and ensures equitable opportunities in all aspects of employment. At Stantec we are committed to ensuring our recruitment process is accessible to all. If you require reasonable adjustments to be made during the recruitment process then please inform a member of our Talent Acquisition team.
