Administrative Assistant

Administrative Assistant

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The HIDI Group is an employee‑owned, multidisciplinary consultancy committed to delivering world‑class solutions and unparalleled service. With more than 150 employees nationwide, we operate offices in Toronto, Ottawa and Calgary. Our expertise spans Mechanical Design, Electrical Design, Fire Protection, Lighting Design, Communications & Audio‑Visual, Security & Risk, Commissioning and Energy Services.

When you join us, you will find an environment that encourages open dialogue and innovative thinking. We challenge our team with diverse assignments to foster skill development and career growth. We offer a balanced work and lifestyle, flexible work arrangements, a comprehensive benefits package, gym‑membership discounts, a Group RSP, wellness programs, competitive salaries and bonus opportunities.

We start by engaging you in our organization! If you are ready for a dynamic career that promotes professional development and advancement, you are a great fit.

• General Administration & Office Support
• Manage and maintain organized filing systems for projects, reports and correspondence, including confidential materials.
• Assist with proposal preparation by compiling information into approved formats and maintaining project sheets and staff CVs.
• Prepare presentation and report materials to a high standard of quality.
• Answer and direct incoming calls, responding to internal and external inquiries.
• Prepare and distribute internal and external correspondence as required.
• Support planning and organization activities: coordinate meetings, book travel, prepare itineraries, order lunches, and assist with social events and promotional activities.
• Provide reception coverage and relief as required.
• Ensure shared office spaces—servery, kitchen, boardrooms, and general areas—are well maintained and presentable.
• Provide general administrative assistance such as typing, report production, file maintenance and supporting other Administrative Assistants and the Executive Assistant during absences.
• Proposal Coordination
• Coordinate the proposal process from start to finish, establishing timelines, tracking progress and meeting deadlines.
• Collaborate with internal team members to gather required content (CVs, licenses, insurance documentation, and technical information).
• Work closely with Marketing and Administrative staff to develop, maintain, and format proposal templates.
• Format specialty proposals as required.
• Edit and proofread proposal materials for accuracy, clarity, consistency and compliance with submission requirements.
• Manage and track multiple proposals concurrently, prioritizing each appropriately.
• Conduct post‑proposal debriefs and maintain feedback records to support continuous improvement.

• Minimum 5 years of experience as an Administrative Assistant.
• 3+ years in a dispatch or similar fast‑paced environment.
• Ability to work independently and manage competing priorities.
• Strong written communication skills with excellent spelling and grammar.
• Sound judgment and high level of professionalism.
• Administrative training, certificate, or diploma.
• Proven ability to handle confidential and sensitive information discreetly.
• Proficiency in Microsoft Office applications.
• Ability to work effectively under pressure and manage multiple demands.
• Flexibility to work overtime and occasionally after hours as required.
• Professional demeanor with strong interpersonal and communication skills.

The HIDI Group is an equal opportunity employer and is committed to providing an inclusive workplace that is barrier‑free and accessible. We follow the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act (AODA). If contacted for an employment opportunity, please advise Human Resources if you require accommodation and we will work with you to meet your needs.

Please note that due to the volume of applicants, only candidates who will be considered for an interview will be contacted.

Seniority Level: Mid‑Senior level

Employment Type: Full‑time

Location: Toronto, Ontario, Canada

Job Function: Administrative

Industries: Design Services