Administrative Assistant

Administrative Assistant — Proposal & Recruitment Documentation (English-speaking, Remote — Canada)

Location: Remote (Canada) — preference for candidates able to work with Ontario / Federal schedules Employment Type: Full-time

About Exposant 3: Exposant 3 is a consulting firm specializing in business management and information technology. We support public and private organizations in their growth and transformation through human-centered innovation and digital solutions. This role will support federal RFPs, Ontario bids, and private-sector recruitment activities across Canada.

Role Summary: We are seeking a detail-oriented, English-speaking Administrative Assistant to produce and manage high-quality documentation for federal and provincial procurement submissions and private-sector recruitment files. This fully remote position will work closely with business development, recruitment, and delivery teams to draft, edit, and format proposals, bid responses, CVs, evaluation grids, and compliance records. The ideal candidate has strong professional writing experience, familiarity with IT terminology, and practical knowledge of recruitment and procurement processes.

Key Responsibilities:

• Draft, edit, and format professional documents for federal RFP responses, Ontario bids, and private-sector proposals, ensuring compliance with client requirements and submission standards.

• Prepare and maintain recruitment documentation: candidate CVs, screening notes, interview grids, evaluation matrices, offer letters, and onboarding materials.

• Create, update and manage bid appendices, annexes, and compliance matrices; ensure version control and document traceability.

• Support RFP response coordination: compile inputs from subject-matter experts, ensure consistency across sections, and meet tight deadlines.

• Produce clear, concise non-conformance reports and supporting documentation in environments with ISO or similar quality frameworks (asset).

• Assist with VMS data entry and record management (Flextrack experience considered an asset).

• Maintain organized document repositories and filing systems; apply document naming conventions and manage access permissions.

• Ensure accuracy of technical terminology and alignment with IT-focused content; liaise with technical leads to validate content.

• Adapt templates and SOPs for document preparation; contribute to continuous improvement of documentation processes.

• Support ad-hoc administrative tasks related to proposals and recruitment as required.

Qualifications:

• Native or fluent English required (unilingual English acceptable). Regular use of English for federal/provincial/private processes.

• Minimum 4 years’ professional experience in document drafting and editing for business or technical contexts.

• Experience within the IT sector, with strong familiarity of IT roles, technologies, and vocabulary.

• Practical experience in recruitment processes: CV writing, candidate screening documentation, evaluation grids and interview support.

• Knowledge of RFP processes and procurement documentation requirements for Canadian federal and provincial bids.

• Experience with VMS platforms (Flextrack) is an asset.

• Experience working within ISO environments or drafting non-conformance reports is an asset.

• Strong written communication, editing, and proofreading skills; excellent attention to detail.

• Proficiency with Microsoft Office (Word, Excel, PowerPoint), PDF tools, and document collaboration platforms (e.g., SharePoint, Google Workspace).

• Ability to manage multiple priorities, work under tight deadlines, and coordinate with remote teams.

• Organized, process-oriented, and comfortable with structured templates and version control.

Personal Attributes:

• Professional and client-focused communication style.

• Meticulous, reliable, and able to produce high-quality documentation consistently.

• Collaborative team player who can work independently in a remote environment.

• Adaptable to changing priorities and able to propose pragmatic solutions.

What We Offer:

• Remote work and flexible hours aligned with client needs across Canada.

• Supportive team culture and opportunities for skills development.

• Structured support for skills development: training, mentoring, and evolving responsibilities toward leadership.

Selection process To streamline our hiring, a short assessment may be requested from candidates. Only candidates who meet the required threshold will be invited to interview.