Administrative Assistant to the Regional Director

Drive efficiency, enable leadership, and help keep regional operations running smoothly!

Are you a highly organized administrative professional who thrives in a fast-paced and confidential environment? The Ministry of the Solicitor General is seeking an Administrative Assistant to provide comprehensive administrative and secretarial support to the Regional Director and Deputy Regional Director.

If you are someone who enjoys working as part of a collaborative team while providing high-level support to senior leaders, this role offers a meaningful opportunity to make an impact.

In this dynamic role, you will help ensure the efficient operation of the Regional Office by coordinating priorities, managing sensitive information, and supporting communications with a wide range of internal and external stakeholders.

You will:

• Provide confidential administrative support to the Regional Director and Deputy Regional Director, including managing calendars, scheduling appointments, and coordinating meetings, conferences, and travel arrangements.
• Prepare, format, and process correspondence, reports, submissions, briefing materials, and other sensitive documents while ensuring accuracy, professionalism, and adherence to ministry standards.
• Maintain administrative, electronic, and confidential records and files in accordance with corporate file management and records retention requirements.
• Monitor incoming correspondence and requests, track response deadlines, and follow up on outstanding items to ensure timely completion of commitments and deliverables.
• Maintain logs of directives and correspondence, process travel expense claims, and provide reception and telephone support as required.

NOTE:
This position will require you to work from 159 Cedar Street, Sudbury, Ontario, 5 days a week.

• Knowledge of office administration procedures, practices, and executive support functions.
• Knowledge of records management principles, file maintenance practices, and information management requirements.
• Ability to coordinate calendars, meetings, travel arrangements, and related administrative activities for senior management.
• Ability to monitor correspondence, track deadlines, and support the timely flow of information within a busy office environment.

• Oral and written communication skills to provide information, respond to inquiries, and interact professionally with ministry staff, senior leaders, external stakeholders, and members of the public.
• Experience preparing, formatting, proofreading, and processing reports, submissions, briefing materials, and other official documentation.
• Interpersonal skills to establish and maintain positive and effective working relationships.
• Demonstrated ability to exercise tact, diplomacy, and discretion when dealing with sensitive, confidential, or contentious situations.

• Ability to analyze information, identify priorities, and respond effectively to emerging issues.
• Problem-solving skills and sound judgement to support decision-making and administrative operations.
• Organizational skills with the ability to manage multiple competing priorities, deadlines, and changing demands.

• Proficiency in the use of Microsoft Office applications, email systems, and electronic document management tools.

We are building an inclusive workforce that reflects the communities we serve. We encourage everyone interested in working with us to apply, including people with disabilities, Indigenous, Black and racialized individuals, as well as people from all ethnicities, cultures, sexual orientations, gender identities and gender expressions.

Our hiring process is accessible, consistent with Ontario's Human Rights Code and the Accessibility for Ontarians with Disabilities Act, 2005. We are working to prevent and remove barriers in our hiring processes and can offer accommodation to address specific needs related to Code-protected grounds such as disability, family status and religion. For more information about accommodation during the hiring process please contact us.

Learn more about the work the OPS is doing to create an inclusive, anti-racist, accessible and diverse workplace:

• diversity, equity and inclusion initiatives
• accessibility
• Anti-Racism Policy

The Ontario Public Service is one of Ontario's largest employers. Employees work for 29 ministries, with offices in more than 70 cities across the province. We offer:

• a career that can grow across ministries and job functions
• flexible learning and developmental opportunities, including education and mentorship programs
• many employee networks offering support for and education about underrepresented groups

This role comes with a comprehensive compensation and benefits package that includes:

• a defined-benefit lifetime pension plan…