Are you someone with strong leadership and technical capabilities? Do you enjoy building relationships and working collaboratively in a team environment with both internal and external stakeholders? Are you a thought leader, a trusted advisor and a problem solver? If you enjoy entrepreneurship and innovation, this opportunity is for you! As someone with excellent communication skills and business acumen, you will thrive in our fast-paced and agile environment.
We are currently seeking motivated candidates for the position of Administrative Assistant in our Windsor office.
In this role you will be a welcome addition to our dynamic administrative team. You will showcase your financial, organizational and communication skills in a fast-paced professional office environment. Your ability to create strong working relationships with technical project managers will elevate your and the company’s collective success. Your drive for excellence will present opportunities to chart your own path to success with a rewarding career in our firm.
What your day will look like
Administrative Assistance (57%)
Format a variety of small and large complex documents, including, editing, proofreading, and overall quality review.
Manage deadlines and coordinate the review and completion of deliverables with the project teams.
Complete document production, including photocopying, scanning, binding, and compiling PDF files.
Assist with maintaining the office filing system, archiving and libraries.
Assist with reception area coverage, including answering a multi-line phone system, mail and courier arrangements, meeting arrangements, and other reception related activities
Assist with other administrative activities as required.
Project Administration (40%)
Provide administrative support to Project Managers for the overall life-cycle of projects, including but not limited to: electronic project set-up and maintenance, client invoice review and tracking, regular financial monitoring and budget analysis using Dillon’s financial management system and liaise with Dillon’s finance department.
Assist with the development and maintenance of documentation in accordance with Dillon’s quality management system and implementation in accordance with Dillon’s business processes, including project plans, health and safety plans, project schedules, etc.
Assist with drafting client and sub-consultant/sub-contractor agreements and scope changes using Dillon standard templates, and coordinating the contract review and approval process.
Provide enhanced and embedded project support to meet unique project requirements on an as required basis, including administrative support and task coordination. Some potential examples as follows:
Attend project meetings (potentially off-site) to record and distribute meeting minutes.
Provide construction contract administration support, including construction contract procurement, payment certificates, change orders, reporting, and document management.
Coordinate project meetings, public engagement open houses, or workshops, including venue selection, catering, display materials, and on-site event support.
Support the development of project documentation (e.g. reports, letters, memos, forms, specifications), including assistance with planning and maintaining schedule, compiling from multiple authors, inclusion of tables/graphs/graphics, and coordinating quality and risk reviews.
Learning and Development (3%)
A commitment to self-development and ongoing learning and professional development.
What you will need to succeed
Four (4) years administration related experience.
Post-secondary education in an administration related field of study will be considered an asset.
Advanced skills in MS Word with experience in document formatting.
Proficient in the use of MS Excel.
Understanding of basic accounting principles and financial functions.
Excellent attention to detail, a high regard for accuracy, and the ability to provide high quality outputs.
Professional verbal and written communication skills.
Highly organized with strong interpersonal and time management skills.
Ability to prioritize work effectively to meet tight deadlines and changing workload demands.
Ability to develop innovative solutions when experiencing unexpected challenges or roadblocks.
Experience in MS Project is considered an asset.
Experience in a Professional Services consulting firm (engineering/environmental/planning) 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 strive to remain at the forefront of technology and innovation, and are empowered to continually grow and develop.
We live our core values:
Reliability: words that result in actions build trust;
Courage: do the things that matter, especially when it’s 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
Flexible work hours and remote working options
We 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 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
Employee and Family Assistance Program (EFAP)
A variety of EFAP tools and online resources to support well-being are available to all 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
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 connect with us at if you require accommodation in the interview process. We would love to hear from you!