Here at DIALOG, we are passionate about design and believe it can and should meaningfully improve the wellbeing of our communities and the environment we all share. We are a multi-disciplinary collaborative of architects, interior designers, urban designers and planners, structural, mechanical and electrical engineers, and landscape architects who design for community wellbeing and urban vibrancy. We are a fun-loving bunch of big thinkers and city-shapers, who are collaborative in our approach, diverse in our perspectives, aspirational in our pursuits, and optimistic about what’s next. We’re always looking for passionate people who share our values and care as much about our communities as we do. We're proud to be a Certified B Corporation and one of Canada’s Greenest Employers; committed to using our design practice as a force for good in the world. Explore our studios and join us!
Please note: Ability to obtain Security Clearance Level II is a requirement for this role.
How you'll make a difference:
- Provide administrative support to leadership, including calendar management, travel coordination, expense reporting, timesheets, and professional licensing administration.
- Serve as the primary point of contact for employees, clients, and visitors, creating a welcoming and professional workplace experience.
- Oversee day-to-day studio operations, ensuring meeting rooms, common areas, and workspaces are organized, functional, and presentation-ready.
- Coordinate workspace assignments, seating plans, office moves, and hotel desk management.
- Manage office, kitchen, and stationery inventory, ensuring supplies are maintained and readily available.
- Coordinate studio calendars, internal meetings, and administrative processes to support operational efficiency.
- Support accounts payable, document management, record keeping, and other administrative functions as needed.
- Coordinate facilities services, maintenance requests, security access, and workplace-related projects in partnership with internal teams and external vendors.
- Assist with workplace health, safety, security, and business continuity initiatives to maintain a safe and compliant environment.
- Partner with People & Culture, Information Technology, and other teams to deliver a seamless onboarding experience for new employees.
- Support employee engagement, wellness, sustainability, and community-focused initiatives that contribute to a positive workplace culture.
- Plan and coordinate meetings, events, client functions, Lunch & Learns, and hospitality services, ensuring an exceptional experience for attendees.
- Support marketing, business development and proposal activities for the Ottawa studio and broader practice groups.
- Draft, edit, proofread, and format proposal and marketing content, including project descriptions, resumes, team qualifications, and other pursuit-related materials.
- Assist with the planning and execution of client events, sponsorships, conferences, networking opportunities, and other marketing initiatives.
- Maintain and update business systems and records, including client relationship management (CRM) platforms, while coordinating courier and delivery services.
- Collaborate with marketing and business development team members across DIALOG's studios on firm-wide campaigns, communications, and special projects .
Who you are:
- You have a minimum of three years’ administrative or marketing support experience working with company leaders; a graduate of a post-secondary administrative, business, communication or related program is preferred
- You have intermediate to advanced skills in Microsoft Office programs including Word, Excel, PowerPoint, Outlook, and Teams (SharePoint an asset)
- Experience using Adobe InDesign for proposal, presentation, and document production is strongly preferred.
- Have a passion for delivering exceptional and professional client services
- Excellent spoken and written communication skills
- Must be organized and be able to prioritize, have the ability to multitask
- Calm and experienced in solving problems in high-pressure situations
- Self-motivated with effective management of competing priorities
- Experience supporting marketing, business development, proposals, communications, or client service initiatives is considered an asset
- Strong attention to detail and experience coordinating multiple deadlines, projects, and deliverables
- You have had and/or are willing to obtain security clearance
Skills Required
- Minimum three years of administrative or marketing support experience working with company leaders
- Intermediate to advanced proficiency in Microsoft Word, Excel, PowerPoint, Outlook, and Teams
- Strong spoken and written communication skills
- Strong organizational, prioritization, multitasking, and deadline-management skills
- Ability to solve problems calmly in high-pressure situations
- Self-motivation and ability to manage competing priorities
- Ability to obtain Security Clearance Level II
- Post-secondary education in administration, business, communications, or a related program
- Experience using Adobe InDesign for proposal, presentation, and document production
- Experience supporting marketing, business development, proposals, communications, or client service initiatives
- SharePoint experience
What We Do
Hello. Glad you stopped by. In fact, we were hoping you’d stop by because we’re unabashedly passionate about design and love to connect with those who feel the same. We’re a team of architects, urban planners, interior designers, structural, mechanical and electrical engineers, and landscape architects who truly believe design can, and should, meaningfully improve the wellbeing of our communities and the environment we all share. And we don’t just say that. We mean it! We’ve come together because we see the important challenges facing communities becoming increasingly complex. We believe the diverse perspectives and expertise of our multidisciplinary team uniquely position us to tackle these challenges in ways our competitors can't. We even have clients who would tell you we’ve made the impossible possible! Our work includes designing for urban vibrancy, health and wellness, transportation, education, arts and culture, residential, retail, and commercial, as well as mixed-use solutions which incorporate an increasing number of these. As a group of creatives, we’re known as people who think outside the box. But the truth is we’re usually pushing, pulling, cutting, carving, sketching and modelling our clients' needs that eventually become places for communities to enjoy. If you’re interested in thinking outside the box with us, we want to hear from you
