Administrative Assistant I

Job Description Division: Human Resources Department: Office of the Chief Administrative Officer Initial Reporting Location: Tom Davies Square Job Status: Permanent Position Number of Vacancies: 1 Union Affiliation: Non union Hours of Work: 70 hours bi-weekly Shift Work Required: No Range of Pay: Group 7 - $2,263.80 to $2,692.90 bi-weekly The start date will follow the selection process. Main Function: Reporting to the Director, this position is responsible to contribute to the proficiency of the division and organization by providing a full range of administrative support. Support the Director, divisional managers, and senior leadership in the organization with enterprise initiatives and strategic objectives through organizational awareness and collaboration. Objectives Provide proactive coordination and oversight of administrative functions to ensure efficient divisional operations, consistent application of processes, and alignment with organizational policies and priorities. Support the director and senior leadership by contributing to enterprise initiatives, coordinating communications, and delivering accurate reporting, research, and administrative support that enables informed decision-making and organizational success. Assist with the development of reports, budgets, and organizational documents while contributing to the improvement of administrative processes and ensuring accuracy in data, documentation, and reporting activities. Duties: Proactively coordinate and oversee administrative work and take necessary action to ensure divisional success. Ensure the consistent application of administrative processes in accordance with City of Greater Sudbury (City) policy, procedures and accepted best practices. Respond to internal and external requests and enquiries and resolve issues in a timely manner on behalf of and in support of the Director, where applicable. Support organizational communication and collaboration by acting as a liaison for inter-divisional and organizational information sharing, communications, and various matters, including those of a confidential matter. Assist with the timely development of various reports, presentations, and documents, and conduct necessary research to ensure accurate information. Contribute to the completion of enterprise-wide documents, such as budgets, financial reports, and work planning exercises by initiating and actioning related processes and communications, collecting and ensuring accuracy of information collected and presented, flagging milestones and timelines, etc. Contribute to the overall effectiveness of the organization by analyzing and identifying opportunities to improve administrative standard operating procedures and processes. Perform various administrative functions such as scheduling meetings, taking minutes, coordinating divisional resources, maintaining various records including employee training records and documentation, coordination calendars, and issues on behalf of and at the direction of the Director, arranging travel for divisional staff, coordinating training sessions and other events, and maintaining websites. Support the administration of finance related processes and procedures by monitoring budgets and flagging concerns to the appropriate Manager or Director, processing expenses and purchase orders, reconciling various expense claims, etc. Support the recruitment, onboarding, and training of divisional employees and other human resource related policies and procedures. Support confidential labour relations matters. Adhere to and provide administrative support, guidance, and direction to staff throughout the division regarding policies, procedures, and document control on behalf of the Director. Develop and maintain a thorough working knowledge of City’s Health and Safety policies and the applicable provincial legislation listed therein. Perform other related duties as required. Note: The above duties are representative of a typical position and are not to be construed as all inclusive. Qualifications Education and Training: College diploma or equivalent work experience, in business, administration, or a related field from a recognized college with Canadian accreditation. Successful completion of the AMCTO Municipal Administration Program considered an asset. Obtain IMS 100 within the first year of employment and participate in regular training as required. Additional education initiatives to update and expand competencies. Experience: Minimum of four (4) years of responsible related experience. Or Education And Training: Secondary School (Grade XII) Education. Successful completion of the AMCT Municipal Administration Program considered an asset. Obtain IMS 100 within the first year of employment and participate in regular training as required. Administrative Assistant Diploma from a Community College considered an asset. Experience: Minimum of six (6) years of responsible related experience. Knowledge Of: Demonstrate a high level of competency in typing with a proven ability related to computer software and administrative systems in a Windows environment (e.g. file maintenance; word processing, computerized spreadsheet applications, presentation software, information input and retrieval, etc.). Abilities To: Demonstrate organizational ability, time management, strategic thinking skills, adaptability, and judgement. Demonstrate the ability to work independently and under pressure. Ability to handle confidential information with discretion. Demonstrate interpersonal skills and the ability to build relationships with public, staff, political representatives, business/community leaders, outside groups, and agencies. Communicate effectively orally and in writing. Personal Suitability: Mental and physical fitness to perform essential job functions. Language: Excellent use of English; verbally and in writing. French verbal skills highly desirable; written skills an asset. Other Requirements: Must be physically capable of operating a vehicle safely, possess a valid Class G driver’s licence, and have an acceptable driving record. Competencies: (click to view) Competency Library - Level 1 Proficiency This job is also being posted as a development opportunity. Should there be no fully qualified candidate for this position, a candidate who can be expected to meet the required qualifications within a reasonable period of time may be considered for this position as a development opportunity. Development opportunity range of pay: $2,134.30 to $2,515.80 bi-weekly. The successful candidate will be paid at the reduced range until the minimum qualifications have been met. How To Apply If you are viewing this job posting through a website other than the City of Greater Sudbury's, please visit www.greatersudbury.ca/jobs to apply online. The hiring committee will begin reviewing applications on Wednesday, September 16, 2026, and will continue to accept and consider candidates until the position is filled. For those providing a French language resume, please also include an English version. Click on the Apply for Job button. Follow the step by step application process. Ensure you attached a cover letter and resume. Acceptable file types are: .doc .docx .txt .pdf .rtf Once completed, review your application and click on the Submit button. Upon submission of your application, you will get a confirmation on the screen that your application has been successfully submitted. You will also receive an e-mail confirmation to the e-mail address on your profile. All applicants are thanked for their interest in this position. Only those selected for an interview will be contacted. If contacted, and you require a disability related accommodation in order to participate in the recruitment process you must advise the Hiring Manager. Live outside Canada or new to Canada? The City of Greater Sudbury is dedicated to maintaining a fair, inclusive, and equitable work environment and our City welcomes qualified applicants from anywhere. To learn more about working in Canada, visit this webpage: Applicants Living Outside of Canada (greatersudbury.ca) Contact Us: For technical difficulties, issues, questions or accommodations with an application made online email [email protected]

Provides comprehensive administrative support to the Director and senior leadership to ensure efficient divisional operations and alignment with organizational policies. Responsibilities include coordinating communications, managing budgets, developing reports, and overseeing administrative processes.

Requires a college diploma in business or administration with at least 4 years of experience, or a high school diploma with at least 6 years of experience. Candidates must possess strong computer proficiency, a valid Class G driver's license, and excellent English communication skills.

• Gestion du tempsSouhaitée
• Administrative SupportSouhaitée
• interpersonal communicationSouhaitée
• OnboardingSouhaitée

Relevées dans la description du poste. Confirmez les exigences importantes ci-dessus.

• Administrative Support
• Budget Monitoring
• Report Development
• Meeting Coordination
• Records Management
• Interpersonal Communication
• Time Management
• Strategic Thinking
• Confidentiality
• Windows Environment
• Word Processing
• Spreadsheet Applications
• Presentation Software
• Research
• Liaison
• Onboarding

• Administrative
• Government & Public Sector
• Human Resources
• Management & Leadership

Formation minimale

Études secondaires

Expérience minimale

6+ ans

Postuler avant le

8 oct. 2026

Langue de l’offre

anglais

Heures de travail

35 heures par semaine

Niveau d’expérience

Mid-Senior level