Proposal Administrative Assistant

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 youre 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 is focused 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 Dillons branding standards.

Unlike a traditional administrative assistant position this role does not include general office administration reception duties or facilities support. Your work will directly support the production of high-quality proposal materials used across the company.

At Dillon we operate as one team. The successful candidate can be based at any one of our 26 offices across Canada.

We offer flexible work hours and hybrid work arrangement options to help balance the competing demands of work and personal life.

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 Dillons proposal management software and internal BDAS processes.
• Engage in BDAS team learning activities to enhance formatting document production and proposal support skills.

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 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

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 its 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 our culture people are empowered to reflect and question current practices and seek forward looking solutions to todays problems and tomorrows 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

About Dillon

Dillon is a proudly Canadian employee-owned professional consulting firm specializing in planning engineering environmental science and management. We partner with clients to provide committed collaborative and inventive solutions to complex multi-faceted projects. With over 20 offices and more than 1000 employees across Canada Dillon offers a wide range of services related to building and improving facilities and infrastructure protecting the environment and developing communities.

Now operating for over 75 years we continue to strive for excellence in everything we do. Dillon has been listed as one of Canadas Best Managed Companies for the past 18 years and has the distinction of having achieved Platinum Club member status in this program.

Health & Safety at Dillon

Prospective employees are expected to fully align with Dillons core commitment to Health & Safety. This includes active ongoing engagement with our Health & Safety processes and platform and the active ongoing identification and reporting of health and safety hazards.

Employment Equity Diversity & Inclusion at Dillon

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.

Inclusion is more than a word to us it is the way we choose to run our business. We encourage you to contact us if you require accommodation during the interview process. We would love to hear from you!