Proposal Administrative Assistant

Join to apply for the Proposal Administrative Assistant role at Dillon Consulting Limited.

Are you someone with strong leadership and administrative skills? Do you enjoy building relationships and working collaboratively in a team environment with both internal and external stakeholders? Are you a trusted partner and a problem solver? If you're ready to make a meaningful impact in a fast‑paced, collaborative environment, we want you on our team.

Your Opportunity

Dillon is seeking a detail‑oriented Proposal Administrative Assistant to join our Business Development and Sales (BDAS) group. This role focuses exclusively on proposal document production and formatting support, working closely with Proposal Specialists and Proposal Coordinators to ensure our submissions are polished, consistent, and aligned with Dillon’s branding standards. Unlike a traditional administrative assistant, this role does not include general office administration or facilities support. You can be based at any one of our 26 offices across Canada and enjoy flexible work hours and a hybrid arrangement that balances work and personal life.

Responsibilities

Proposal Production & Formatting Support

• Format a range of small and large proposal documents using Microsoft Word, maintaining style, template, heading, table, page numbering, and layout refinement in line with Dillon brand guidelines.
• Create and update PowerPoint files to meet formatting and brand standards.
• Format supporting materials in Excel, such as tables, project lists, charts, and schedules.
• Compile, merge, compress, and finalize PDF submission packages, ensuring hyperlinks, bookmarks, and structure are correct.
• Apply Dillon templates and branding consistently across all deliverables.
• Provide formatting support for proposal text provided by Proposal Specialists and Proposal Coordinators, ensuring clarity, consistency, and accuracy.
• Conduct quality checks for spelling, grammar, formatting, layout consistency, and compliance with submission requirements.

Proposal Coordination Support

• Assist Proposal Specialists and Proposal Coordinators with assembling complete and compliant proposal submissions.
• Maintain organized proposal folders and file structures to support efficient proposal development.
• Support file naming, version control, and document management best practices.
• Prepare and format resumes, project profiles, forms, appendices, and other supporting materials.
• Manage quick‑turnaround formatting tasks in a fast‑paced environment.

BDAS Administrative Support

• Assist with organizing and updating proposal content libraries and BDAS shared resources.
• Support light data entry or tracking tasks related to submissions or pursuit logs.
• Complete other proposal‑related production tasks as assigned.

Learning & Development

• Participate in training on Dillon’s proposal management software and internal BDAS processes.
• Engage in BDAS team learning activities to enhance formatting, document production, and proposal support skills.

Qualifications

• Advanced proficiency in Microsoft Word, with strong knowledge of document styles, formatting, and template use.
• Proficiency with PowerPoint and Excel; experience with Visio will be considered an asset.
• Strong attention to detail and a high regard for accuracy and quality.
• Strong written communication and proofreading skills.
• Ability to manage multiple formatting tasks, prioritize effectively, and meet tight deadlines.
• Ability to work independently or collaboratively within a national team environment.
• Experience using PDF editing software to compile large and complex files is an asset.

Experience

• Experience in administrative, customer service, or document‑focused roles is an asset; candidates who demonstrate strong organization and communication skills will be considered even without direct proposal experience.
• Experience supporting proposals or tender submissions is considered an asset.

Why Choose Dillon

Dillon is powered by people who are technically proficient, passionate about socially important projects, and motivated to deliver superior, tangible results. We strive to remain at the forefront of technology and innovation, and are empowered to continually grow and develop.

We live our core values:

• Reliability – words result in actions that build trust.
• Achievement – do the work to hit the target.
• Continuous development – always learning, adapting, and growing.
• Creativity – discover new possibilities.
• Courage – do the things that matter, especially when it’s hard.
• Inclusiveness – enabling belonging to draw strength from our differences.

Benefits & Perks

• Employee share purchase plan: Dillon is 100% employee‑owned and share ownership is open to all full‑time regular employees.
• Competitive compensation package.
• Comprehensive health benefits.
• Generous retirement savings plan.
• Student loan repayment assistance with matching employer contributions.
• Flexible work hours and trust‑based arrangement.
• Learning and development opportunities.
• Focus on innovation and continuous improvement.
• Employee and Family Assistance Program (EFAP) with online resources.
• Wellness subsidy for health and wellness related activities.

About Dillon

Dillon is a proudly Canadian, employee‑owned, professional consulting firm specializing in planning, engineering, environmental science, and management. With over 20 offices and more than 1,000 employees across Canada, Dillon offers a wide range of services related to building and improving facilities and infrastructure, protecting the environment, and developing communities. Operating for over 75 years, Dillon is listed as one of Canada’s Best Managed Companies for the past 18 years and is a Platinum Club member.

Health & Safety

Prospective employees are expected to fully align with Dillon’s core commitment to health & safety, including active engagement in our health & safety processes and the identification and reporting of hazards.

Employment Equity, Diversity & Inclusion

Dillon is committed to employment equity, inclusiveness, and diversity. We strive to create a workplace where opportunities are based on skills and abilities and that respects and values differences. We encourage you to contact us if you require accommodation during the interview process.