Proposal Administrative Assistant

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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 you’re ready to make a meaningful impact in a fast‑paced, collaborative environment, we want you on our team.

Dillon is seeking a detail‑oriented Proposal Administrative Assistant to join our Business Development and Sales (BDAS) group. This role focuses 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 Dillon’s 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.

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 competing demands.

• 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.

• 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.

• 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.

• 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.

• 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.

Dillon is powered by people who are technically proficient, passionate about socially important…