Administrative Assistant, Air & Naval

General Dynamics Mission Systems–Canada; Ottawa; On-site; CAD 50,000 - 70,000; Full time

Job summary

A leading defense technology firm in Ottawa is seeking two seasoned Administrative Assistants to support management and engineers. This role involves organizing calendars, managing travel logistics, and coordinating team events. The ideal candidate has over 5 years of administrative experience, excels in communication, and has strong organizational skills. Join a vibrant team dedicated to fostering innovation and teamwork in a dynamic defense environment.

Benefits

Flexible work environment

Professional development opportunities

Total rewards package including health and dental benefits

Qualifications

• Demonstrated ability to anticipate needs and streamline processes.
• Strong interpersonal skills for collaboration with various stakeholders.
• Excellent writing and editing skills for documentation and communication.

Responsibilities

• Provide day-to-day administrative support for the team and management.
• Organize calendars, meetings, and documentation.
• Coordinate team events and travel logistics.

Skills

Initiative

Communication

Organizational Skills

Team Player

Technology Proficiency

Education

College diploma/certificate in Business Administration

5+ years of experience as an Administrative Assistant

Tools

Microsoft Office (Excel, Word, PowerPoint, Teams, SharePoint)

Job description

At General Dynamics Mission Systems–Canada, our focus extends beyond engineering technology solutions—we are dedicated to cultivating careers. If you seek a purpose‑driven career solving some of the world’s most critical problems, alongside some of the brightest engineering minds, your application is welcome. Join a community where your unique perspective propels innovation.

Why Join Us?

• Flexible Work Environment: We offer a variety of options for your work schedule which includes compressed work week options, flexible start times and shutdown periods.
• Professional Development: We offer a number of resources and support to help develop your professional toolkit! You should anticipate regular progress reviews as well as access to educational assistance, professional designations and certification support, training and more!
• Total Rewards: Consider it covered—health, dental, and beyond. Early access to a pension plan with various perks to acknowledge your contributions to the organization.

Job Description

Our Air &Naval Systems (A&N) team is at the forefront of delivering innovative solutions that keep domestic and allied forces safer and more secure. As we enter an exciting growth phase, we’re looking for two seasoned, initiative‑driven Administrative Assistants who take pride in keeping the engine of our mission‑critical projects running smoothly.

In this role you’ll be the trusted partner who supports our engineers, technical experts, program and engineering managers, the business‑development team, and the Vice President of Air &Naval Systems. If you’re passionate about delivering results, love fostering a vibrant workplace through everyday connections and social‑gathering coordination, and are ready to own the day‑to‑day operations of a dynamic defence environment, we want you on our team.

Key Responsibilities

Administrative & Team Support

• Provide day‑to‑day administration for the Air & Naval (A&N) team and/or Vice President, Air & Naval Systems as required
• Organize calendars, meetings, and documentation for managers
• Book conference rooms, arrange catering, and coordinate room set‑up
• Order and maintain office supplies to
• Support new hire onboarding, orientation, staff office moves, and IT/Facilities coordination

Team Engagement

• Organize social gatherings such as team‑building events, lunch and learns, celebrations, holiday parties, and after‑work gatherings to reinforce camaraderie
• Promote events internally through Outlook invitations, intranet postings, team channels, and announcements at meetings, maintain RSVP lists, and send reminders to maximize participation
• Act as the primary point of contact for any questions that arise before, during, or after an event, swiftly addressing concerns to provide the best experience for attendees

Travel & Expense Coordination

• Arrange travel logistics, bookings, and immigration requirements
• Manage expense reports, ensure compliance, and compile data for invoicing
• Maintain procurement‑card purchases and records

Reporting & Documentation

• Prepare documentation including Visit Clearance Requests (VCRs), Access Area Requests (AARs), Gift Hospitality Requests (GHRs), International Travel Checklists (ITCs), and bi‑weekly business reports
• Support the creation and compilation of additional documentation as required

Data & System Support

• Submit onboarding and access requests for customer/contractor systems
• Manage program mailing distribution lists
• Provide data entry and updates across multiple platforms
• Support the development and maintenance of departmental SharePoint/intranet sites
• Participate in meetings, take minutes, and follow up on action items

Qualifications

Education & Experience

• College diploma/certificate in Business Administration or equivalent
• Proven administrative expertise (5+ years’) experience as an Administrative Assistant including experience supporting management

Knowledge & Skills

• Initiative - Ability to anticipate needs, organize events, and streamline processes without being prompted
• Team Player - Strong interpersonal skills, enjoys on‑site collaboration and building connections across all levels
• Professionalism - Demonstrates diplomacy and confidentiality
• Flexibility - Versatility to complete a wide range of tasks
• Organizational Skills - Keeps our team organized with strong attention to detail, able to establish and define priorities between various managers
• Communication - Excellent writing and editing skills to assist with communications, presentations and documentation, keeps managers informed of key changes
• Technology Proficiency - Proficiency in all Microsoft Office applications/platforms (e.g. Excel, Visio, Word, PowerPoint, Teams, SharePoint) and in the use of databases

It is a requirement that General Dynamics Mission Systems‑Canada be registered with the Canadian Controlled Goods program and that all of its workforce be security assessed. Successful applicants must meet all applicable security requirements, including but not limited to the ability to obtain and maintain a Canadian government security clearance. Applicants may be required to meet additional security requirements in order to gain access to technical data, classified areas or information that is subject to international regulations. You must be eligible to work in Canada.

Additional Information

We believe the unique contributions of each of our colleagues are key in our ability to drive innovation. By fostering a culture of belonging, encouraging idea sharing at all levels, and reinforcing the very real impact of what we do, we offer an environment where everyone can take pride in their work. We respect diverse opinions, and value the lived experiences each and every one of us bring to our workplace. If you require accommodation during any stage of the application process, please contact Human Resources via [e-mail].