Current Opportunities

Prepare and process documents according to Ombudsman Ontario standards

Sort, package and distribute printed and other information materials  

Book transportation and accommodation for staff as and when required

Maintain filing systems and mailing lists

Manage, track, organize, store and order inventory and office supplies

Support organization of outreach activities to promote awareness of Ombudsman Ontario and its operations, including preparing and packaging brochures and other handout material for outreach events

Process financial reports and expenses, including reconciliation of invoices

Create and maintain schedules upon request, including booking meetings, managing meeting invites, and preparing meeting material

Draft standard form letters and correspondence, file soft copy documents, and distribute mail and materials to staff

Proofread and edit materials in both English and French

Respond to requests for information from external sources with information about Ombudsman Ontario in the form of reports, brochures, etc.

Coverage for the receptionist, including regular coverage of reception phone line and desk, as well as general administrative support for other units as required

Assist with internal and external event co-ordination as required

Other administrative duties, responsibilities and projects as assigned

At least two years of experience as an administrative assistant providing support in a similar organization

Hands-on experience working with information databases and mailing lists

Working knowledge of drafting and formatting correspondence in Word (including mail merge), as well as proficiency using tools to create or maintain spreadsheets, databases, and presentations

Familiarity with collaboration tools such as SharePoint. Microsoft Teams and other meeting management and calendar sharing tools

Demonstrated knowledge of basic financial reconciliation processes (invoices, expenses, financial statements, etc.)

Understanding of government and public sector organizations and their administrative processes

Attention to detail with above-average editing and proofreading skills

Ability to prioritize work and multitask

Ability to work independently as well as within a team environment, with strong interpersonal skills

Excellent judgment and keen understanding of how to handle confidential and sensitive information

Analytical and reasoning skills and the ability to problem-solve, with an aim to proactively identify and correct issues

Strong tact and diplomacy skills to respond to all inquiries in a professional and effective manner

Takes pride and ownership of work and continually strives for improvement

Advanced written and spoken English and French

Monitoring a wide variety of English and French media regularly to ensure the Office is informed of news and developments relevant to its operations, as well as analyzing and reporting on media coverage.

Liaising with media and providing communications support for media inquiries as needed, including issuing press releases and organizing press conferences.

Supporting as needed in the design, production and publication of materials, and in developing new products and content that promotes and explains the work of Ombudsman Ontario to the public and to jurisdictional bodies.

Developing and analyzing social media posts, campaigns, and website content, as well as contributing to strategies to build engagement. Preparing analytical reports based on website traffic and social media activity.

Drafting and editing a wide variety of written materials, such as speeches, briefings, key messaging, digital content, press releases, and reports.

Participating in outreach activities by organizing events, conferences and other activities to promote the work of Ombudsman Ontario. Seeking out and identifying potential outreach opportunities, and attending in-person events.

Providing support for staff for speaking engagements, presentations or education sessions.

A post-secondary degree in communications, journalism or a related field

At least three years’ work experience that includes producing communications materials, liaising with media, and planning and participating in outreach

Solid writing and editing skills in English and French (must be fluent in both languages)

Experience in event planning; adept at co-ordinating logistics and liaising with outside organizations, and skilled at on-site event management and troubleshooting

Skills in video editing, website management, and analytics tools will be considered an asset

Proven experience developing and providing visual presentations

Expertise in social media, traditional communications and media relations, in English and French

Experience working with diverse populations to ensure culturally appropriate and inclusive communications will be considered an asset

Experience working in the public sector, or for an Ombudsman or Officer of the Legislature or other oversight body, will be considered an asset.

Ability to distill complicated and nuanced ideas into plain language

Skilled at managing competing priorities in a busy environment, with strong attention to detail

A self-starter, capable of working independently as well as in a small team

Exceptional interpersonal skills, including a high degree of comfort when responding to inquiries from members of the media, the public or interest groups

Reliable and demonstrate excellent judgment, as well as a high degree of initiative and discretion

Ability to travel within Ontario as required.