LOCATION:
Halifax, NS or Ottawa, ON REPORTS TO: President, DNG Defence WORK ARRANGEMENT: Remote initially; potential hybrid / office-based About DNG Defence Des Nedhe Group Defence (DNG Defence), part of the English River First Nation-owned Des Nedhe Group, is a leading Indigenous-led developer and delivery partner in Canada's defence and security sector. We are actively engaged across a complex portfolio of some of the country's largest defence and security programs, spanning naval capability, defence infrastructure, sovereign industrial capacity and critical infrastructure. We develop high-impact partnerships and projects, helping move national priorities from strategy and capture into execution and sustainment. The opportunity This is a high-trust, high-output office administration role in a fast-moving defence business. You will provide hands-on operational support and experienced executive assistance to the President while supporting other DNG Defence leaders. The right person anticipates needs, makes sound routine decisions, manages high volumes of detail and closes the loop without repeated direction. The immediate mandate is exceptional office and executive support, with dependable coordination across the business. What you will own Office administration and executive support
• Own executive scheduling. Triage requests, manage the President's calendar, coordinate meetings across time zones and resolve routine conflicts proactively. Support scheduling for other leaders as priorities require.
• Coordinate demanding travel and events. Own end-to-end itineraries, bookings, multi-stop and short-notice changes, accommodations, conference attendance and practical travel briefs.
• Deliver polished executive materials. Draft and proofread correspondence, meeting packages, presentations, agendas, notes and expense reports; prepare useful pre-reads and follow-up records.
• Keep commitments moving. Maintain decision and action trackers, follow up with owners, flag emerging issues, and distinguish what can be resolved independently from what needs executive input. Day-to-day office and business administration
• Run essential office operations. Coordinate suppliers, office services, subscriptions, equipment and technology requests, courier needs,



meeting rooms and routine administrative spending within approved processes.
• Build the office operating rhythm. Create practical processes for shared calendars, recurring meetings, travel requests, visitor arrangements, contact lists and administrative service standards across the business.
• Maintain dependable records and document control. Organize shared files, correspondence, agreements and templates; manage version control, permissions, confidentiality and accurate retrieval of business information.
• Support remote-to-office transition. Coordinate administrative and workspace logistics as the business evolves from remote operations to potential hybrid or office-based delivery in Halifax or Ottawa. Defence programs and stakeholder coordination
• Support high-volume business activity. Organize program-office logistics, briefing packs, meeting schedules, submission coordination and executive administrative needs across pursuits, projects and business functions.
• Keep shared information useful. Administer SharePoint folders, recurring reports, stakeholder contacts and internal templates so leaders can find the latest information and act quickly.
• Coordinate high-profile engagements. Arrange workshops, government and industry meetings, speaking engagements, conferences and partner visits, including activities with Indigenous partners and international guests. Independent execution and continuous improvement
• Improve how work gets done. Introduce practical checklists, trackers, automation and approved AI-assisted workflows that reduce administrative friction, protect executive time and prevent missed commitments.
• Use judgment and discretion. Make routine decisions within agreed authority, safeguard sensitive commercial and defence-related information, and escalate exceptions early with a proposed solution. What you bring
• 10+ years of office administration experience,



including substantial hands-on Executive Assistant experience supporting senior leaders in a fast-paced, high-volume environment.
• Proven independence: can prioritize, problem-solve, anticipate requirements and deliver high-quality work with limited day-to-day direction.
• Excellent writing, proofreading, meeting organization, diplomacy and discretion when handling sensitive information and senior stakeholders.
• Advanced Microsoft 365 skills, including Outlook, Teams, Word, Excel, PowerPoint and SharePoint; quick to adopt new digital tools and efficient workflows.
• Tech-forward, with proven experience using multiple AI tools (e.g., Microsoft Copilot, ChatGPT) for research, drafting, summaries and workflow improvement; verifies outputs and protects confidential information.
• Highly organized, calm under pressure, persistent in following up and comfortable adjusting plans quickly when executive priorities change.
• Must be eligible to obtain and maintain a Government of Canada personnel security clearance. Additional assets
• Experience with defence, government, critical infrastructure, professional services, or the administrative needs of a growing multi-entity organization.
• Experience supporting Indigenous organizations, complex stakeholder events, major programs or the establishment of a new program office. What success looks like
• The President and other leaders have reliable calendars, solid meeting preparation, accurate travel logistics and minimal administrative friction.
• Actions, deadlines and correspondence are tracked and resolved; office operations and shared business records are current, orderly and secure.
• Programs, events and changing office requirements are supported reliably, with the administrator anticipating issues and bringing solutions forward. Work environment and application This is a high-paced, high-volume role requiring independence and discretion. Based in Halifax or Ottawa, initially remote, with potential for hybrid or office-based work, including a future Halifax program office. Apply: desnedhe.com/careers or directly on LinkedIn. DNG Defence welcomes qualified applicants, including Indigenous professionals. Recruitment accommodations are available, and any applicable employment preference follows company policy and law.

📌 Office Administrator (Halifax Regional Municipality)
🏢 Des Nedhe Group Defence
📍 Halifax Regional Municipality