Administrative Assistant

Overview:

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? As someone with excellent communication skills and business acumen, you will thrive in our fast-paced and agile environment.

Your opportunity

We are currently seeking motivated candidates for the position of Administrative Assistant in our Ottawa office. This is an office-based position and will require working from Dillon’s Ottawa office. There is an opportunity for hybrid work arrangement at a later date. 

As a valuable member of the administrative group in the Ottawa office, you will be a welcome addition to our dynamic national administration team. In this role, you will showcase your organizational and communication skills in a fast-paced professional office environment. Your ability to create strong working relationships 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.

• Manage the reception area, mail and courier arrangements, along with other reception-related activities, including the switchboard and client interaction
• Maintain common areas and manage boardroom bookings and meeting arrangements, including preparation and clean-up for a variety of functions
• Order and maintain office supplies
• Support office organization and troubleshoot issues as they arise, including liaising with IT to resolve network or staff tech issues
• Maintain the office filing system, archiving and libraries
• Assist with the flow and approval of accounts payable invoices throughout the office and liaise with the Finance department to ensure timely processing
• Complete document production, including photocopying, scanning, binding, and compiling PDF files
• Format a variety of small and large, complex documents using Microsoft Word
• Edit and proofread documents for spelling, grammar and consistency
• Overall quality checks and reviews of documents, ensuring adherence to the company’s Quality Management System
• Assist with other administrative duties as required and contribute as part of the administrative team to fulfill the variety of tasks necessary to run the office effectively.

Learning & Development 

• Commit to self-development and ongoing learning and professional development

What you will need to succeed

• Two (2) years of administration related experience
• A certificate or diploma in an administration related field of study is considered an asset
• Experience in professional services, retail, and other customer-service oriented sectors will be considered

• Demonstrate strong interpersonal skills, a positive “can-do” attitude, and the ability to provide an enthusiastic, problem-solving presence in the office
• Professional verbal and written communication skills
• Excellent attention to detail, a high regard for accuracy, and the ability to provide high quality outputs
• Time management skills and the ability to prioritize work effectively to meet tight deadlines and adapt to changing workload demands
• Advanced skills in the use of Microsoft Word with experience in document formatting
• Familiarity with Microsoft Excel is considered an asset
• Experience using PDF software to edit and compile large and complex documents is considered an asset
• Familiarity with the Google Workspace (e.g. Gmail, Google Calendar, and Google Drive) 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;
• Achievement: do the work to hit the target;
• Continuous development: always learning; always adapting; always growing;
• Creativity: discover new possibilities;
• 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
• Student loan repayment assistance with matching employer contributions
• Flexible work hours and remote working options
• 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 and remote 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
• Wellness Subsidy
• 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

About Dillon

Dillon is a proudly Canadian, employee-owned, professional consulting firm specializing in planning, engineering, environmental science and management. We partner with clients to provide committed, collaborative, and inventive solutions to complex, multi-faceted projects. 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.

Now operating for over 75 years, we continue to strive for excellence in everything we do. Dillon has been listed as one of Canada’s Best Managed Companies for the past 18 years and has the distinction of having achieved Platinum Club member status in this program.

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. Please connect with us if you require accommodation in the interview process. We would love to hear from you!

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