Administrative Assistant

We are looking for a Administrative Assistant!

The HIDI Group is an employee owned, multi-disciplinary consultancy committed to delivering world-class solutions and unparalleled service. HIDI has grown to become a leading firm with over 150 employees nationally, with offices located in Toronto, Ottawa and Calgary. We offer a full suite of in-house building service expertise through eight integrated disciplines – Mechanical Design, Electrical Design, Fire Protection, Lighting Design, Communications & Audiovisual (AV), Security & Risk, Commissioning and Energy Services.

When you join us, you will find an environment where open dialogue and innovative thinking are highly encouraged. We believe that challenging you with a diversity of assignments ensures that you can develop your skills and grow rapidly. We offer a balance of work and lifestyle, including flexible work arrangements, robust benefit package, discounts on gym memberships, Group RSP programs, wellness programs, competitive salaries and bonus packages.

We start by Engaging You in our organization! If you are ready for a career with a dynamic organization, in an environment that fosters professional development and career advancement, you’re ready for us!

Responsibilities

We are looking for talented and motivated individuals who thrive in a collaborative, professional environment. As an Administrative Assistant, you will play an integral role in supporting our Engineering teams by providing high-quality administrative and proposal coordination support that helps projects and people succeed.

General Administration & Office Support

• Manage and maintain organized filing systems for projects, reports, and correspondence, including confidential and sensitive materials.
• Assist with proposal preparation by compiling information into approved formats and maintaining project sheets and staff project CVs.
• Prepare presentation and report materials in the appropriate format and to a high standard of quality.
• Answer and direct incoming calls and respond to telephone inquiries from internal team members and external contacts.
• Prepare and distribute internal and external correspondence as required.
• Support planning and organization activities, including coordinating meetings, booking travel arrangements, preparing itineraries, ordering lunches, and assisting with social events, parties, and promotional activities.
• Provide reception coverage and relief as required.
• Ensure shared office spaces - including the servery, kitchen, boardrooms, and general office areas - are well maintained, organized, and presentable.
• Provide general administrative assistance such as typing, report production, file maintenance, and supporting other Administrative Assistants and the Executive Assistant to accommodate absences and fluctuating workloads.

Proposal Coordination

• Coordinate the proposal process from start to finish, including establishing timelines, tracking progress, and ensuring all deadlines are met.
• Collaborate with internal team members to gather required proposal content, including CVs, licenses, insurance documentation, and information from other technical teams.
• Work closely with Marketing and Administrative staff to develop, maintain, and format proposal templates.
• Format specialty proposals as required.
• Edit and proofread proposal materials to ensure accuracy, clarity, consistency, and compliance with submission requirements.
• Manage and track multiple proposals concurrently, ensuring each receives appropriate attention and prioritization.
• Conduct post-proposal debriefs and maintain records of feedback to support continuous improvement of proposal submissions.

Skills & Qualifications

• Minimum 5+ years of experience as an Administrative Assistant.
• 3+ years of experience in a dispatch or similar fast-paced environment.
• Ability to work independently and manage competing priorities.
• Strong written communication skills, with the ability to write clearly, accurately, and concisely using correct spelling and grammar.
• Sound judgment and a high level of professionalism.
• Administrative training, certificate, or diploma.
• Demonstrated ability to handle confidential and sensitive information with discretion.
• Proficient 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 employment practices in compliance 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 an accommodation and we will work with you to meet your needs. Please note that due to the volume of applicants only those who will be considered for an interview will be contacted.