Proposal Administrative Assistant

Proposal Administrative Assistant – Dillon Consulting Limited. Join our Business Development and Sales (BDAS) group to support proposal document production and formatting. The role focuses exclusively on proposal materials, collaborating with Proposal Specialists and Coordinators. Responsibilities Proposal Production & Formatting Support Format documents in Word, including styles, templates, headings, tables, page numbering, and layout refinement, 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 Coordinators, ensuring clarity, consistency, and accuracy. Conduct quality checks for spelling, grammar, formatting, layout consistency, and compliance with submission requirements. Proposal Coordination Support Assist with assembling complete and compliant proposal submissions. Maintain organized proposal folders and file structures that support efficient 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 team learning activities to enhance formatting, document production, and 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 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 demonstrating 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 stand at the forefront of technology and innovation and are empowered to continually grow and develop. 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 – Trust‑based approach to flexible work options to balance personal and business needs. Learning and Development opportunities – Continuous skill development through coaching, mentoring, advising, and internal learning. Focus on Innovation – Encouraging the anticipation, examination, and adoption of new solutions. Employee and Family Assistance Program (EFAP) – Online resources and tools for well‑being support. Wellness Subsidy – Supports expenses for health and wellness activities (gym memberships, fitness equipment, yoga, dance, etc.). 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 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. Operating for over 75 years, we strive for excellence and have been named one of Canada’s Best Managed Companies for the past 18 years. Health & Safety at Dillon Prospective employees are expected to fully align with Dillon’s core commitment to Health & Safety, including ongoing engagement and hazard reporting. Employment Equity, Diversity & Inclusion at Dillon Dillon is committed to employment equity, inclusiveness, and diversity. We strive to provide a workplace where opportunities are based on skills and abilities and respect differences. If you require accommodation during the interview process, please let us know. Seniority Level Associate Employment Type Full‑time Job Function Administrative Industries Business Consulting and Services #J-18808-Ljbffr