Administrative Assistant

Turner & Townsend is a global professional services company with over 22,000 people in more than 60 countries. 

Working with our clients across real estate, infrastructure, energy and natural resources, we transform together delivering outcomes that improve people’s lives. Working in partnership makes it possible to deliver the world’s most impactful projects and programmes as we turn challenge into opportunity and complexity into success. 

Our capabilities include programme, project, cost, asset and commercial management, controls and performance, procurement and supply chain, net zero and digital solutions. 

We are majority-owned by CBRE Group, Inc., the world’s largest commercial real estate services and investment firm, with our partners holding a significant minority interest. Turner & Townsend and CBRE work together to provide clients with the premier programme, project and cost management offering in markets around the world

Who are you?

You take initiative. When you walk into the office in the morning, you notice what needs doing and you get on with it – you do not wait to be asked. You are organised, calm under pressure, and personable, and you understand that the quality of your support has a direct impact on the work that goes out the door.

This is a fully in-office role based in Ottawa, five days a week. You will be the person who keeps the office running, supporting the team day to day, managing the environment, and acting as executive assistant to the Cost Centre Lead. You will also play a real role in proposals and business development activity, helping the team track opportunities, manage submissions, and keep the pipeline moving – so attention to detail and an understanding of professional standards matter.

For the right person, this role is also a genuine starting point for a longer career at Turner & Townsend. We actively support people who want to grow into technical disciplines, and several of our consultants began their careers in operational and support roles. If you have the ambition to develop, we will invest in that.

As the Administrative Assistant you will be involved in:

Office management

• Maintain a well-run, presentable office environment, including the kitchen and communal areas, ensuring the space reflects Turner & Townsend's professional standards at all times.
• Manage the ordering of office supplies, food, and goods, maintaining appropriate stock levels and liaising with suppliers as needed.
• Coordinate team events of varying scale, from small internal gatherings to larger office-wide functions, managing logistics, bookings, catering, and communications.

Proposals and business development

• Support the preparation and coordination of bids and proposals for the Ottawa office, contributing to the Bid to Win process by organising inputs, managing document production, and maintaining quality standards through to submission.
• Assist with the drafting and formatting of fee letters, boilerplate proposal content, and submission documents.
• Liaise with directors and technical staff to gather required content and ensure timely delivery against submission deadlines.
• Record new opportunities in the firm's opportunity tracking system when proposals go out the door, ensuring entries are accurate, complete, and up to date.
• Support opportunity managers by monitoring the pipeline and issuing timely reminders for follow-up actions, so that no live opportunity is left without attention.
• Assist with the administration of active bids as needed, including document collation, formatting, version control, and deadline tracking.

Executive support

• Manage the diary of the Cost Centre Lead, scheduling meetings and coordinating with internal and external stakeholders to ensure an organised and prioritised calendar.
• Handle travel logistics for the Cost Centre Lead, including flights and accommodation bookings, ensuring arrangements are efficient and well-documented.
• Support the preparation of reports, presentations, and briefing materials, ensuring accuracy and consistency with Turner & Townsend standards.

Meetings and governance

• Attend key internal meetings, taking concise and accurate minutes that capture decisions and actions clearly.
• Issue minutes promptly after meetings, maintain action logs, and follow up with attendees to track progress and ensure accountability.

Financial and systems administration

• Raise invoices and purchase orders in the firm's billing system, tracking their status through to completion and escalating any issues promptly.
• Support document control processes, including version management and quality assurance checks.

• Must be eligible to obtain and maintain a Government of Canada Level 1 (Reliability) security clearance. This is a condition of employment and will be initiated upon hiring.
• At least three years of experience in an administrative, office management, or executive support role; experience within a professional services or consultancy environment is strongly preferred.
• Excellent written and verbal communication skills, with a high standard of attention to detail and the ability to produce polished, professional documents.
• Experience supporting senior stakeholders, managing competing priorities, and maintaining composure when demands change.
• A proactive and self-directed approach to your work: you take ownership of tasks, follow through on commitments, and identify what needs to be done without waiting to be told.
• Comfortable working with business systems such as CRM or opportunity tracking tools; experience with billing or ERP platforms is an advantage.
• Confident and capable with Microsoft 365 tools at an intermediate level; experience with Microsoft Visio is an advantage.
• Post-secondary education (certificate, diploma, or degree) is preferred.
• Please note this is a 5days a week in office position

What's in it for you... 

• 100% covered health and dental benefits for you and your dependents (including paramedical services) 
• Health spending account, to top up expenses not covered in the benefits program 
• RRSP option with company matching 
• Annual learning and development budget 
• Access to a range of online learning tools, and support for career development and growth 
• Coverage of one professional membership or license fee per year, if directly related to your role
• We believe in work-life balance, so you can recharge and take care of what matters most with vacation, flex and sick days   
• A flexible, hybrid work approach that allows colleagues to find balance between their professional and personal lives 
• Commitment to creating a diverse, equitable and inclusive culture that promotes a sense of belonging 

The base salary range for this full-time role is $60,000.00 - $85,000.00 per year. Ranges are determined by role and level and represent a good faith effort to provide a fair and equitable salary. This range is a reflection of base salary only, not of a total compensation package. Please note Turner & Townsend reserves the right to pay more or less than the posted range, depending on candidate’s experience and qualifications.

This posting reflects an existing vacancy that we are actively hiring for.

Our inspired people share our vision and mission. We provide a great place to work, where each person has the opportunity and voice to affect change.

We want our people to succeed both in work and life. To support this we promote a healthy, productive and flexible working environment that respects work-life balance. 

We are an Equal opportunity employer who will ensure accommodations are available for applicants with disabilities upon request. We celebrate diversity and are committed to creating an inclusive environment for all employees and actively encourage applications from all sectors of the community.

Please find out more about us at www.turnerandtownsend.com/

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It is strictly against Turner & Townsend policy for candidates to pay any fee in relation to our recruitment process. No recruitment agency working with Turner & Townsend will ask candidates to pay a fee at any time. 

Any unsolicited resumes/CVs submitted through our website or to Turner & Townsend personal e-mail accounts, are considered property of Turner & Townsend and are not subject to payment of agency fees. In order to be an authorised Recruitment Agency/Search Firm for Turner & Townsend, there must be a formal written agreement in place and the agency must be invited, by the Recruitment Team, to submit candidates for review. 

Join our social media conversations for more information about Turner & Townsend and our exciting future projects: 

Twitter

Instagram

LinkedIn

It is strictly against Turner & Townsend policy for candidates to pay any fee in relation to our recruitment process. No recruitment agency working with Turner & Townsend will ask candidates to pay a fee at any time. 

Any unsolicited resumes/CVs submitted through our website or to Turner & Townsend personal e-mail accounts, are considered property of Turner & Townsend and are not subject to payment of agency fees. In order to be an authorised Recruitment Agency/Search Firm for Turner & Townsend, there must be a formal written agreement in place and the agency must be invited, by the Recruitment Team, to submit candidates for review.