Executive Assistant - Office of the Honourable Senator Farah Mohamed

Role overview

This is a permanent, full-time Executive Assistant position based in Ottawa, Ontario, Canada, supporting the office of Senator Farah Mohamed at the Senate of Canada. The role is designed for someone who is highly organized, discreet, and able to thrive in a busy environment where accuracy, judgment, and responsiveness matter. The office supports the Senator’s parliamentary, public, and stakeholder-facing responsibilities.

About the employer

The Senate of Canada has an important role in Canadian democracy, including reviewing legislation, studying public policy, supporting causes, and taking part in interparliamentary diplomacy. The workplace values diversity, inclusion, and equal opportunity, and aims to reflect the wide range of backgrounds and perspectives across Canada.

Key responsibilities

You will provide executive-level administrative support to the Senator and help keep the office running smoothly through effective coordination, planning, and communication.

• Handle the Senator’s schedule, travel planning, itineraries, and expense-related administration.
• Organize daily priorities, prepare background notes, briefing packages, and agendas.
• Manage inboxes, invitations, and meeting requests in an efficient and organized manner.
• Maintain structured filing systems, contact databases, and office records.
• Monitor deadlines, approvals, and administrative follow-ups.
• Support the logistics of meetings, events, and day-to-day office operations.
• Coordinate scheduling with internal teams and outside offices.
• Ensure documents and materials are accurate and delivered on time.
• Assist with welcoming and coordinating interns, students, and visitors.
• Track parliamentary calendars and committee schedules to stay ahead of key developments.
• Exercise strong discretion when handling sensitive or confidential information.
• Escalate urgent issues promptly when they require immediate attention.
• Help sustain professional relationships with constituents and stakeholders.
• Prepare routine correspondence and other administrative communications.
• Work with the team on media and stakeholder scheduling.
• Make sure all outgoing material follows office standards.

Requirements

• Post-secondary studies in business administration, office administration, communications, or an equivalent combination of education and experience.
• Background in executive support within a professional office, including correspondence drafting, briefing preparation, meeting coordination, records management, event support, logistics, and budget tracking.
• Strong ability to juggle multiple priorities, manage time well, and anticipate needs in a fast-moving setting.
• Experience handling complex calendars and travel arrangements.
• Excellent written and spoken communication skills with a polished and diplomatic approach.
• Comfort using Microsoft Office tools such as Word, Excel, Outlook, and PowerPoint, plus internal administrative systems; experience with Unit4 is preferred.
• Ability to protect confidential information and apply sound judgment.
• Solid understanding of parliamentary settings and awareness of political sensitivity.
• English fluency is essential; bilingualism is a strong advantage.
• Experience with digital communication platforms and content management tools is an asset.
• Must consent to provide personal information and obtain security accreditation to be considered for appointment.

Competencies

The role calls for integrity, respect, service orientation, action management, adaptability, communication, dependability, sound judgment, teamwork, and cooperation.

Workplace and hiring information

The Senate of Canada is committed to an inclusive, barrier-free hiring process and encourages applicants from designated equity groups. Accommodations are available throughout the selection process upon request and will be treated confidentially. Alternative selection tools and reasonable accommodations for special needs can also be requested.

Application and process notes

This opportunity is open to the general public for one indeterminate full-time position in the office of Senator Farah Mohamed. Indeterminate means the role has no fixed end date. Candidates should keep a copy of the job notice, as it will no longer be available after the closing date. All communication for this process will be sent by email, so applicants must ensure their contact details are accurate and that they have consented to email communication in their online profile. Any relocation or travel expenses connected to the process are the applicant’s responsibility. The Senate may keep a determined number of candidates who best meet the essential requirements. The Senate of Canada is a separate employer from the federal public service and is not governed by the Public Service Employment Act. The posting closes at 11:59 p.m. EST on Sunday, July 12, 2026.