Proposal Administrative Assistant

Proposal Administrative Assistant at Dillon Consulting Limited

Responsibilities

• Format proposal documents in Microsoft Word, maintaining style, template, heading, and layout consistency with Dillon brand guidelines.
• Create and update PowerPoint files to meet formatting and brand standards.
• Format supporting Excel materials such as tables, project lists, charts, and schedules.
• Compile, merge, compress, and finalize PDF submission packages, ensuring hyperlinks, bookmarks, and structure are correct.
• Provide formatting support for proposal text from Proposal Specialists and Coordinators, ensuring clarity and accuracy.
• Conduct quality checks for spelling, grammar, formatting, layout consistency, and compliance with submission requirements.
• Assist with assembling complete and compliant proposal submissions, maintaining organized proposal folders, file structures, and naming conventions.
• Prepare and format resumes, project profiles, forms, appendices, and other supporting materials, managing quick‑turnaround tasks.
• Assist with organizing and updating proposal content libraries and BDAS shared resources, supporting light data entry and tracking tasks.
• Participate in training on proposal management software and internal BDAS processes, and engage in team learning activities.

Qualifications

• Advanced proficiency in Microsoft Word with strong knowledge of document styles, formatting, and template use.
• Proficiency with PowerPoint and Excel; experience with Visio 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. Strong organization and communication skills are desired, even without direct proposal experience.
• Experience supporting proposals or tender submissions is considered an asset.

Benefits & Work Culture

• Employee share purchase plan and 100% employee ownership.
• Competitive compensation package with comprehensive health benefits, generous retirement savings, and student loan repayment assistance.
• Flexible work hours and hybrid work arrangement options.
• Employee and Family Assistance Program (EFAP) and Wellness Subsidy for health and wellness activities.
• Learning and development opportunities with coaching, mentoring, and internal knowledge sharing.

Employment Equity, Diversity & Inclusion

Dillon is committed to the principles of employment equity, inclusiveness, and diversity within our organization. We strive to achieve 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.