Administrative Assistant

Join HFX in Shaping a Safer Democratic World

Summary

HFX is an independent, non-partisan, nonprofit organization based in Washington, DC and we believe that true security is achieved only when people enjoy the benefits of democracy, leading in turn to economic opportunity and lasting peace. For HFX, democracy is essential to our shared security.

We are a small team and have a range of impactful programs such as the Peace With Women Fellowship for senior, female military officers in NATO and NATO-partner countries, the View email address on click.appcast.io: Youth Building Democracy global video competition for 15-year-olds, and our flagship Halifax International Security Forum that brings the hard security world together with democratic civil society, business and political leadership to strengthen strategic cooperation among the worlds democracies.

The Administrative Assistant role is a nine-month position that offers a nurturing growth environment, practical experience and the chance to develop skills for a successful career in a variety of fields such as international affairs, nonprofit leadership and event management.

Both entry-level and mid-level professionals are welcome to apply.

We are looking to fill this position no later than August 2026.

Job Description

The Administrative Assistant position enables the Presidents Office to operate efficiently and to focus on advancing HFXs mission.

The Administrative Assistant will support all aspects of the Presidents Office, including tracking incoming requests and ensuring feedback is disseminated in a timely manner; assisting with managing calendars; writing and copy-editing documents; preparing outgoing mail; and staying up to date on global events. Outside of assisting the Presidents Office, the Administrative Assistant will support general office management. This includes leading office improvement initiatives and ensuring a neat, organized and well-stocked office that is ready to welcome guests at any time.

Individuals who will be most successful in maximizing this opportunity are curious about the world, have no shortage of creative ideas and can confidently step into the role without extensive onboarding.

This role requires travel to Halifax, Canada in November 2026.

Qualifications

HFX is always looking for creative talent from diverse backgrounds. If your resume does not perfectly match the qualifications below but you are interested in supporting the work that we do, we encourage you to apply.

• Passion for promoting democracy, opportunity and peace;
• Previous experience as an Administrative Assistant or similar;
• Bachelor's degree (from any and all majors including history, language, literature, art, international relations, philosophy, filmmaking);
• Excellent written and verbal communication skills;
• Ability to anticipate needs and proactively problem solve without seeking guidance;
• Capacity to handle information with confidentiality and discretion;
• Proficiency in learning new software and web-based platforms;
• English fluency required; additional language fluency a plus.

Ideal candidates are extremely organized and have prior experience with managing their own schedules, have a sharp eye for detail and work until everything is as close as possible to perfect and maintain a positive attitude even during periods of heavy workload.

Work Environment, Compensation and Benefits

At HFX, we foster an inclusive and respectful workplace culture where collaboration is celebrated and work-life balance is encouraged. The HFX team works in person from our Washington, DC office and operates on a four-day workweek. HFX employees enjoy an industry-leading benefits package and generous paid time off. The Administrative Assistant position may be extended or renewed based on performance and organizational needs.

How to Apply

To apply, please submit one PDF including your cover letter, resume, short writing sample, and two references (name, title, organization, phone number and email address) to View email address on click.appcast.io with "Administrative Assistant" in the subject line.

Applications will be reviewed on a rolling basis.

HFX is an equal opportunity employer and actively seeks candidates from diverse backgrounds.