Executive Assistant

Company Description

D-TA Systems Inc., founded in 2007, designs, develops, and manufactures advanced spectrum processing solutions for demanding defence and security applications. The company's products support a wide range of Electromagnetic Spectrum Operations (EMSO), from spectrum sensing to spectrum creation.

As a Canadian small-to-medium enterprise, D-TA provides complete turnkey solutions for diverse EMSO missions, delivering innovative electronic warfare (EW) technologies to customers around the world.

Role Description

We are seeking a highly organized, proactive, technologically proficient, and resourceful Executive Assistant to join our team in Ottawa, Ontario. This is a full-time, on-site position supporting D-TA's senior leadership, including the President, CEO, and CTO.

Beyond traditional executive administration, this role requires someone who can work closely with senior leaders to capture ideas, document discussions, organize information, and help drive priorities forward.

Responsibilities include managing executive schedules, coordinating meetings and travel, preparing correspondence and presentations, and maintaining executive records. A key aspect of the position involves attending meetings, preparing accurate minutes, documenting decisions and action items, and coordinating follow-up across departments.

We are particularly interested in candidates who are comfortable with technology, embrace modern digital productivity tools, and actively seek opportunities to improve workflows through technology and automation.

The successful candidate will be comfortable working in a dynamic, technically driven environment, able to understand complex discussions, and capable of translating verbal direction into clear, structured documentation.

This position requires excellent judgment, discretion, strong communication skills, and the ability to anticipate executive needs while managing multiple competing priorities.

Qualifications

• Demonstrated experience providing executive and administrative support to senior leadership.
• Advanced proficiency with Microsoft 365, including Outlook, Teams, Word, Excel, PowerPoint, SharePoint, and OneDrive.
• Strong technological aptitude, with the ability to quickly learn, adopt, and effectively use new software applications, collaboration platforms, and digital productivity tools.
• Experience using digital tools for meeting management, note-taking, document organization, task tracking, and workflow coordination.
• Familiarity with AI-powered productivity tools, such as Microsoft Copilot or ChatGPT, and an interest in leveraging technology to improve efficiency.
• Exceptional written and verbal communication skills, with the ability to capture complex discussions and translate them into clear, concise documentation.
• Strong organizational and time management skills, with the ability to independently manage competing priorities and follow through on commitments.
• Experience preparing meeting minutes, documenting decisions, tracking action items, and coordinating follow-up activities.
• Ability to work independently, anticipate executive needs, and proactively identify opportunities to improve processes and workflows.
• Strong interpersonal skills and the ability to communicate effectively with executives, technical teams, and external stakeholders.
• High level of professionalism, discretion, and integrity when handling confidential information.
• Post-secondary education in business administration, office management, technology, or a related field, or equivalent professional experience.
• Experience supporting executives in engineering, technology, manufacturing, or defence-related organizations is an asset.

What We Offer

• The opportunity to work directly with senior leadership in an innovative Canadian technology company.
• Exposure to advanced technologies and projects in the defence and aerospace sectors.
• A collaborative, entrepreneurial, and technically driven working environment.
• A varied and engaging role with opportunities to take initiative, contribute ideas, and grow professionally.
• Competitive compensation based on qualifications and experience.

How to Apply

Interested candidates are invited to apply directly through LinkedIn by submitting their resume.

We thank all applicants for their interest. Only candidates selected for an interview will be contacted