Executive Assistants in the Department of National Defence provide essential administrative and organizational support to senior managers and executives. You will be the right hand to leadership, managing complex schedules, coordinating meetings, handling correspondence, and ensuring the smooth operation of executive offices. This role is critical to the effective functioning of defence organizations, as you help senior decision-makers focus on strategic priorities by managing their time and administrative demands.
Your day-to-day responsibilities include scheduling appointments, preparing briefing materials, drafting communications, managing travel arrangements, and coordinating with multiple departments and external stakeholders. You'll work with classified and sensitive information, requiring discretion, confidentiality, and a strong understanding of government security protocols. Executive Assistants often serve as the organizational hub of their office, liaising between executives, staff, and other government departments to ensure effective communication and project coordination.
You'll work in a dynamic, fast-paced environment where priorities can shift quickly. The role demands strong organizational skills, attention to detail, and the ability to manage multiple tasks simultaneously while maintaining professionalism under pressure. Most positions are based in Ottawa or other major Canadian cities, though some remote and flexible arrangements may be available depending on operational needs.
Key Responsibilities
Perform administrative support duties in support of departmental operations, Prepare correspondence, reports, and administrative documents, Coordinate schedules, meetings, and logistics, Maintain records and filing systems
Required Skills
Organizational skills, Written and oral communication, MS Office proficiency, Time management, Attention to detail, Technical proficiency, Attention to detail, Collaboration, Continuous learning
Typical Education
Post-secondary education or equivalent experience relevant to the position
Training
To become an Executive Assistant in the Department of National Defence, you typically need a high school diploma or equivalent, though many candidates have completed post-secondary education in business administration, office management, or a related field. Some positions may require or prefer a college diploma or university degree.
Key competencies include proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Outlook), strong written and verbal communication skills, and knowledge of government administrative processes. Many successful candidates have experience with scheduling software, database management, and familiarity with the Canadian public service structure.
The Public Service Commission and DND provide orientation and training programs for new employees, covering government policies, security requirements, and role-specific procedures. Professional development opportunities include courses in advanced administrative practices, project management, leadership support, and specialized training in defence-related operations. Many Executive Assistants pursue certifications such as the Canadian Association of Administrative Professionals (CAAP) designation to advance their careers and stay current with best practices.
Entry Plans
Entry to the Executive Assistant position in DND typically occurs through Public Service Commission (PSC) staffing processes. The most common pathways include:
Competitive Staffing: DND regularly posts Executive Assistant positions on the PSC Job Bank. These competitions are open to Canadian citizens, permanent residents, and those with landed immigrant status. You can apply directly when positions are advertised in your region.
Internal Mobility: If you're already a Government of Canada employee, you may apply for Executive Assistant positions through internal competitions, which may have shorter timelines and fewer eligibility requirements.
Student Programs: The Federal Student Work Program and Post-Secondary Recruitment Campaign offer opportunities for students to gain experience in administrative roles, which can lead to permanent positions.
Lateral Moves: Government employees in related administrative positions may transition to Executive Assistant roles through internal deployment or priority staffing processes.
You may also enter through staffing pools, where the PSC pre-qualifies candidates for multiple positions across departments. Once hired, you'll complete a security clearance process, which typically requires Secret level clearance for most DND positions.
Part-Time Options
Executive Assistant positions in DND are primarily full-time roles due to the nature of supporting senior executives with immediate scheduling and administrative needs. However, flexibility options exist depending on operational requirements and individual circumstances.
Remote and Flexible Work: Many Executive Assistant positions offer hybrid or flexible work arrangements, particularly where administrative tasks can be completed outside the office. Remote work may be available for certain duties such as correspondence drafting, report preparation, and meeting coordination, though some in-office presence is typically required for direct executive support.
Part-Time Opportunities: Part-time Executive Assistant positions may be available in some DND locations, though these are less common than full-time roles. Part-time arrangements generally require close coordination with your executive to ensure continuity of support and coverage during business hours.
Flexibility Considerations: Flexibility in this role depends on the executive's needs and organizational demands. You may have flexibility in your work hours to accommodate early starts, late finishes, or travel requirements when supporting senior leaders. Discussion of flexible arrangements typically occurs during the hiring process and may be negotiated based on operational needs and departmental policy.
