Client Services and Administrative Coordinator

How you'll make a difference:

Administration Support
• 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.
Marketing & Proposal Support
• 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