POSITION OVERVIEW:
The Executive Assistant and Proposal Coordinator is responsible for providing proactive administrative and coordination support to the Vice-President, Business Development and other senior leaders, ensuring efficient day-to-day operations. This role will also support the preparation of high-quality proposal submissions by assisting with content development, formatting, and coordination of documentation for the RFP and RFQ responses.
A safe and healthy work environment is one of Symtech's primary goals and a central guiding principle for the organization. Symtech and its employees are aligned in the organization’s goal of zero incidents. Symtech's most valuable asset is its employees. Symtech is dedicated to providing and maintaining a safe and healthy work environment for all its employees. Symtech's safety culture is encouraged within the organization and promoted through demonstrating and communicating the importance of safety within the community where work is performed.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
- Gather, research and prepare reports, communications material for submissions and presentations.
- Prepare agendas and make arrangements for meetings, including but not limited to ordering and picking up beverages/food.
- Review RFPs, RFQs, and tender documentation in detail.
- Identify gaps and ensure full compliance with submission requirements and guidelines.
- Coordinate input from estimating, operations, and leadership teams.
- Develop, edit and format proposal content for clarity and consistency.
- Track proposal timelines, deliverables and deadlines.
- Proofread submissions for grammar, consistency and adherence to formatting guidelines.
- Verify that required documents and submission components are included.
- Maintain and improve proposal templates, content libraries and boilerplate materials.
- Manage internal Symtech resumes for proposal submission. This includes formatting, coordination of headshots, managing version control on internal systems and ensuring consistency among project values.
- Coordinate regular (semi-annual) Symtech resume updates with staff to maintain up-to-date documentation.
- Standardize templates and proposal documentation.
- Provide proactive administration support to the Vice-President, Business Development, including calendar management, meeting coordination, and ad hoc tasks as required.
- Liaise with departmental and corporate officials and with other organizations and associations.
- Draft and distribute communications as requested.
- Support members of the senior leadership team with project coordination and administrative initiatives.
- Assist in preparing and maintaining Contractor Qualification Application for various general contractors.
- Sending event invitations on behalf of company executives.
The duties and responsibilities are intended to describe the general nature and scope of work being performed by this position. This is not a complete listing and other duties will be assigned based on the positions role within the business unit.
EXPERIENCE, SKILLS & KNOWLEDGE:
- Degree or diploma in Marketing, Communications, English, Journalism or a related field.
- Experience in proposal writing, bid coordination, marketing is an asset.
- Experience supporting calendar management, and general administrative functions preferred.
- An equivalent combination of training, education, and relevant work experience may be considered.
- Excellent written communication skills and attention to detail.
- Ability to follow instructions and work within deadlines.
- Strong organizational skills.
- Proactive in nature, with demonstrated ability to consistently follow up on documentation, and outstanding items.
- Basic understanding of proposal structure and compliance requirements preferred.
- Ability to translate technical information into clear content.
- Strong interpersonal skills with the ability to interact with all levels of staff in a professional manner.
- Proficient in using a computer and Microsoft Office (Outlook, Word, Excel, etc.)
TRAVEL:
- 0-10 % travel may be required for this position.
Symtech is an equal opportunity employer. We celebrate equity, diversity and are committed to creating an inclusive environment for all employees. If you require accommodation in any stage of the recruitment process, please contact [email protected]. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, age, national origin, disability, protected veteran status, gender identity or any other factor protected by applicable federal, state, or local laws.
Pay: $50,000.00-$60,000.00 per year
Application question(s):
- This role requires you to work in-office 5 days a week. Is this something you are comfortable with?
Work Location: In person
