Proposal Administrative AssistantDillon Consulting • Kingston, ON, CA

Proposal Administrative Assistant

Dillon Consulting • Kingston, ON, CA

30+ days ago

Job type

Full-time

Job description

Responsibilities

What your day will look like

Proposal Production & Formatting Support

Format a range of small and large proposal documents using Microsoft Word, including styles, templates, headings, tables, page numbering, and layout refinement, while staying true to 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 that 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

What you will need to succeed

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; always adapting; always 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.

In addition, we offer :

Employee share purchase plan

Dillon is 100% employee owned and share ownership is open to all full-time regular employees

A competitive compensation package

Comprehensive health benefits

Generous retirement savings plan

Student loan repayment assistance with matching employer contributions

Flexible work hours

Dillon values its staff and the contributions that are made each day and understands that work arrangements can differ based on personal needs and business needs. We are taking a trust-based approach to oﬀer a variety of ﬂexible work options to help balance the competing demands of work and personal life.

Learning and Development opportunities

As a knowledge-based business, the organic growth of our knowledge and skills occur through our work performance and roles. The creation and sharing of knowledge allows us to take local knowledge to scale, capture lessons learned through experience, and continuously improve service delivery. The development of self and others is an evident and measured core behaviour within our organization

We use a composite approach to development including coaching to build the how, mentoring to share lessons, advising to round out perspectives, and co-creation of knowledge through internal learning opportunities

Focus on Innovation

The ability to anticipate, examine, and adopt new and innovative solutions is a crucial driver for the continual and progressive advancement of our business performance. In our culture, people are empowered to reflect and question current practices and seek forward looking solutions to today’s problems and tomorrow’s opportunities

Employee and Family Assistance Program (EFAP)

A variety of EFAP tools and online resources to support well-being are available to all employees

Wellness Subsidy

Our employees can take advantage of wellness subsidy that can be put towards expenses for a variety of health and / or wellness related activities such as gym membership, purchase of home fitness equipment, yoga classes and dance classes

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Administrative Assistant • Kingston, ON, CA

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