Executive Assistant - Office of a Senator (anticipatory staffing)

Senate of Canada | Sénat du Canada; Ottawa; On-site; CAD 71,000 - 94,000; Full time

Job summary

A public service institution in Ottawa is seeking dedicated Executive Assistants to provide essential support to Senators. This role involves managing schedules, coordinating meetings, and overseeing office operations. Ideal candidates will have a strong educational background in business administration and proven experience in an office environment. Excellent communication skills and proficiency in Microsoft Office are essential. The opportunity to contribute meaningfully to the democratic process awaits motivated individuals.

Qualifications

• Post-secondary education in business administration or relevant experience.
• Experience providing administrative and financial services in an office.
• Extensive experience using the Microsoft Office suite.
• Strong research, analytical, and communication skills.

Responsibilities

• Manage Senator’s correspondence and calendar.
• Oversee daily office operations and budget management.
• Prepare briefing materials and support decision-making.
• Coordinate travel logistics and public communications.

Skills

Strong research skills

Analytical skills

Communication skills

Proficiency in Microsoft Office

Time management

Bilingualism

Education

Post-secondary education in business administration

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Microsoft PowerPoint

Job description

Job ID: 225458-67

Classification: EA: $71,908 - $93,481

Job Type: Indeterminate and Determinate (Full-time/Part-time)

Location: Ottawa, Ontario, Canada

Closing date: Saturday, January 31, 2026

About The Senate

The Senate plays a unique role in shaping our country’s democracy. As members of the upper house of Parliament, senators examine legislation, study public policy, champion causes and conduct interparliamentary diplomacy.

As a workplace, the Senate is composed of dynamic people representing our nation’s diverse talents, backgrounds and perspectives. We are committed to building and maintaining a diverse and inclusive workplace where everyone is provided full and equal opportunity and access to employment, development and advancement. Build and advance your career by joining a team of dedicated professionals who are committed to excellence in support of senators and the institution.

How will you contribute?

Are you motivated by meaningful work that supports Canada’s democratic process? Do you excel in a fast‑paced environment where discretion, organization, and professionalism are essential? If you are proactive, detail‑oriented, and committed to delivering high‑quality results, we invite you to consider joining our team.

We are seeking dynamic, self‑driven Executive Assistants to provide high‑level support to Senators. This role requires initiative, sound judgment, and a strong commitment to service excellence.

As an Executive Assistant, you will be central to the daily operations of a Senator’s office. You will manage schedules and communications, coordinate meetings and events, and support key initiatives that advance the Senator’s parliamentary and public priorities. You will also collaborate closely with stakeholders, parliamentary staff, and committee personnel to ensure smooth coordination of legislative responsibilities.

Key Responsibilities

• Managing the Senator’s correspondence, calendar, and agenda, and coordinating meetings and engagements.
• Overseeing daily office operations, including administrative tasks, budget management, and financial tracking.
• Preparing briefing materials, drafting correspondence, and supporting the Senator in managing competing priorities.
• Providing strategic, procedural, and administrative advice to support informed decision‑making.
• Coordinating travel logistics, media requests, and public communications.

This role offers a unique opportunity to contribute meaningfully to the work of the Upper Chamber while supporting Canada’s parliamentary leadership.

Open to

The general public to staff future determinate and/or indeterminate full‑time and/or part‑time positions in Senators' offices.

Please note that “indeterminate” refers to an employment contract with no specified end date.

Prerequisites

• Post‑secondary education in business administration, office administration, or a combination of relevant education, training, and work experience.
• Proven experience providing administrative and financial services in an office environment, including drafting formal correspondence, preparing briefing materials and reports, formatting documents, organizing and scheduling meetings, and managing electronic filing systems.
• Strong research, analytical, and communication skills, with the ability to convey complex information clearly and effectively to diverse audiences, including the public, stakeholders, media, and government officials.
• Extensive experience using the Microsoft Office suite (Word, Excel, Outlook, PowerPoint, etc.).
• Ability to manage multiple tasks efficiently in a fast‑paced environment, prioritize responsibilities, and meet deadlines.
• Willingness to work flexible hours, attend briefings and meetings, and adapt to changing priorities and legislative timelines.
• Proficiency in either English or French is essential; bilingualism is a strong asset.
• Experience coordinating travel arrangements, monitoring expenditures, and tracking budgets is an asset.
• Familiarity with the workings of the Senate, parliamentary procedures, and committee functions is highly desirable; prior experience in a legislative environment is an asset.
• Experience with social media platforms (e.g., Meta, X, Instagram, LinkedIn, YouTube), including content creation, management, and monitoring to communicate effectively with the public and ensure timely and accurate information dissemination, is an asset.

Competencies

• Integrity
• Respect
• Service
• Action Management
• Adaptability
• Communication
• Dependability
• Judgment
• Teamwork and Cooperation

Conditions of Employment

Candidates must consent to supply personal information and obtain a security accreditation to be eligible for appointment.

How To Apply

Please save a copy of the notice of job opportunity. Once the closing date has passed, these documents will no longer be available.

Interested candidates are invited to submit a resume and cover letter explaining how they meet the requirements for the role.

Relocation and travel expenses incurred during this process are the applicant's responsibility.

Communication for this process will be sent via email. It is the responsibility of the candidate to ensure accurate contact information is provided and updated as required. You must consent to receiving e‑mails from our system in your online profile.

The Senate of Canada reserves the right to retain a determined number of candidates who best meet the essential requirements of the position.

The Senate of Canada is a separate and distinct employer from the federal public service and is not subject to the Public Service Employment Act.

We thank all those who apply to this selection process.

The posting closes at 11:59 p.m. EDT on the closing date stated above.