Proposal Administrative Assistant

Description

• Apply Dillon templates and branding consistently across all deliverables.
• Assist with organizing and updating proposal content libraries and BDAS shared resources.
• Create and update PowerPoint files to meet formatting and brand standards.
• 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.
• Manage quick-turnaround formatting tasks in a fast-paced environment.
• Assist Proposal Specialists and Proposal Coordinators with assembling complete and compliant proposal submissions.
• Format supporting materials in Excel, such as tables, project lists, charts, and schedules.
• Provide formatting support for proposal text provided by Proposal Specialists and Proposal Coordinators, ensuring clarity, consistency, and accuracy.
• Engage in BDAS team learning activities to enhance formatting, document production, and proposal support skills.
• Participate in training on Dillon’s proposal management software and internal BDAS processes.
• Maintain organized proposal folders and file structures that support efficient proposal development.
• Support light data entry or tracking tasks related to submissions or pursuit logs.
• Prepare and format resumes, project profiles, forms, appendices, and other supporting materials.
• Support file naming, version control, and document management best practices.
• Conduct quality checks for spelling, grammar, formatting, layout consistency, and compliance with submission requirements.
• Compile, merge, compress, and finalize PDF submission packages, ensuring hyperlinks, bookmarks, and structure are correct.

Requirements

• A variety of EFAP tools and online resources to support well-being are available to all employees
• 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
• Experience supporting proposals or tender submissions is considered an asset.
• Experience using PDF editing software to compile large and complex files is an asset.
• Advanced proficiency in Microsoft Word, with strong knowledge of document styles, formatting, and template use.
• Strong written communication and proofreading skills.
• Strong attention to detail and a high regard for accuracy and quality.
• Ability to work independently or collaboratively within a national team environment.
• 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.
• Ability to manage multiple formatting tasks, prioritize effectively, and meet tight deadlines.
• Proficiency with PowerPoint and Excel; experience with Visio will be considered an asset.

Benefits

• Dillon is 100% employee owned and share ownership is open to all full-time regular employees
• 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
• Comprehensive health benefits
• Flexible work hours
• Student loan repayment assistance with matching employer contributions
• 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.
• A competitive compensation package
• Employee share purchase plan
• Employee and Family Assistance Program (EFAP)
• Generous retirement savings plan
• Wellness Subsidy
• 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
• Learning and Development opportunities

Training + Development

Interview process

Visa Sponsorship

Security clearance