Bilingual Executive Administrative Assistant - #442179

Work Location: 483 Bay St., Toronto (Hybrid work -subject to operational requirements)

Job Type & Hours: Full-time - Permanent with 36.25 hours per week

Union Affiliation: Non-union

About The Role

The Ombudsman is an independent, non-partisan Officer of the Ontario Legislature, appointed by all parties, whose role is to ensure that the provincial government and public sector serve people in a way that is fair, accountable, transparent and respectful of their rights. The Office of the Ontario Ombudsman takes complaints about the administrative decisions and actions of more than 1,000 public sector and government bodies in Ontario, as well as French language services and services provided in the child protection sector.

The Executive Administrative Assistant supports the Ombudsman and works closely with both the Ombudsman and Deputy Ombudsman to ensure seamless executive operations. The ideal candidate will keep the Ombudsman well-prepared and positioned for success through expert management of calendars, documents, meetings, travel, and communications. This role requires professionalism, sound judgment, tact and discretion, as well as the ability to handle sensitive information independently in a fast-paced environment.

Responsibilities

• Manage all aspects of the Ombudsman’s schedule, including prioritization of invitations and engagements in coordination with the Deputy Ombudsman.
• Coordinate meetings, public releases, presentations, international engagement, and events in partnership with the Communications and Operations teams.
• Manage incoming and outgoing communications on behalf of the Ombudsman, ensuring timely, appropriate, and strategic responses in collaboration with Communications.
• Act as a representative for the Ombudsman in internal and external interactions, demonstrating diplomacy and professionalism.
• Coordinate travel arrangements and process all expense claims, ensuring accurate documentation, audit compliance, and timely disclosure in collaboration with Finance.
• Organize and support hospitality for hosted meetings, delegations, and conferences.
• Schedule and coordinate all-staff meetings, including agenda preparation and logistics.
• Provide backup support to the Executive Assistant to the Deputy Ombudsman and French Language Services Commissioner.
• Perform other duties as assigned in support of the Ombudsman and Executive Office.
  
  

Qualifications

• Language: Proficiency in both English and French is required. .
• Education: University degree in a relevant field (e.g., social sciences, public administration, business, or law) or an equivalent combination of education and experience.
• Experience:
• Minimum 3–5 years providing administrative support at the executive level.
• Experience working with senior government officials, MPPs, and familiarity with legislative or parliamentary processes.
  

Skills And Attributes

• Excellent organizational, communication (oral and written), and interpersonal skills.
• Strong judgment, discretion, and the ability to manage complex tasks independently.
• Proficiency in MS Office Suite and other digital tools.
• Experience with tracking expenses, and preparing financial documentation.
• Tact and diplomacy in representing executive leadership.
• Ability to work extended hours, including evenings and weekends, as needed.
  
  

Additional Requirements

Eligibility to work in Canada and in-person availability per office requirements is required.

Application Instructions

Please include a cover letter with your résumé, describing your experience, achievements, ability to work in both English and French, and why you are interested in a role with Ombudsman Ontario. Please upload your résumé in English.

We are committed to fostering a diverse, inclusive, and accessible environment. If you require accommodation at any stage of the recruitment process, please contact us.

We thank all applicants for their interest; only those selected for interviews will be contacted.