Administrative Assistant - Management Consulting

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. 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.

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.

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.
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.

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.
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.

Minimum 5+ years of experience as an Administrative Assistant.

• Ability to work independently and manage competing priorities.
• Administrative training, certificate, or diploma.
• 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.
• 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).