Executive Assistant to the CAO and Mayor

Career Opportunity – Internal/External Posting

Executive Assistant to the CAO and Mayor (Temporary Contract – 14 Months) Office of the CAO

Closing Date

Applications must be received by 11:59 PM, Sunday, July 5, 2026.

Position Summary

Reporting to the Chief Administrative Officer (CAO), this highly confidential position is primarily responsible for providing complete administrative support to the CAO and the Mayor. This position must serve as oversight and support for the Office of the CAO’s administrative functions, including reception, scheduling, coordination of meetings, facilitating timely responses to action items and other projects, as assigned.

Key Responsibilities

• Provide customer service by means of telephone or email inquiries for the CAO and Mayor.
• Provide administrative and resource support services such as drafting letters, notices and circulations) for the CAO, Mayor and others, as assigned.
• Monitor and provide support with incoming and outgoing mail, electronic communications, emails, and courier services for the CAO and Mayor.
• Prepare correspondence and other documentation as requested by the CAO and Mayor, including slideshow presentations, reports, and spreadsheets.
• Conduct research and preparation of information for the CAO and Mayor.
• Provide administrative support to Directors’ Meetings and internal staff meetings, including scheduling meetings, preparing agendas and recording minutes.
• Provide administrative support to Committees of Council, as assigned.
• Participate as a municipal representative on Committees of Council, as required.
• Handle documents of a confidential nature sent to the CAO as part of the collective agreement grievance process.
• Responsible for the administrative process and maintenance of the Corporate Policy Manual.
• Responsible for scanning, filing, and retention of records and information for the Office of the CAO and Mayor.
• Arrange invitations and reservations to various meetings and functions for the CAO, Mayor, Council and Senior Administration, as required.
• Coordinate various special events and projects for the CAO and the Mayor’s office.
• Coordinate attendance, including registration, travel, and accommodations, at external events, conferences and seminars, both domestic and international, for the CAO and members of Council.
• Maintain spreadsheet to track Council conference and training expenses (i.e. accommodations, meals, mileage, etc.).
• Prepare invoices with account numbers for signature by the CAO.
• Complete expense reports and other monetary duties for the CAO and Mayor.
• Assist with the municipal election process, as assigned.
• Comply with applicable provincial and municipal legislation, including the Municipal Freedom of Information and Protection of Privacy Act, and the Municipality’s Records and Information Management Program.
• Comply with the Occupational Health and Safety Act, applicable regulations, and the Municipality’s Health and Safety Program.
• Other duties as assigned.

Qualifications, Knowledge, and Skills:

• Must have a minimum of a two-year post-secondary school diploma in Business or Office Administration, or equivalent education and/or experience.
• Education in Public Administration, including the AMCTO Municipal Administration Program, is considered an asset.
• Must have a minimum of four (4) years of executive assistant and corporate customer service experience, dealing with matters of urgency, confidentiality, and high sensitivity.
• Must demonstrate excellent and effective verbal and written communication skills.
• Must demonstrate strong organizational skills and interpersonal skills in a manner that supports a high level of customer service.
• Must demonstrate strong research skills with the ability to effectively draft documents and correspondence.
• Must be proficient in computer applications in a Microsoft Windows environment.
• Must have experience in coordinating special events, projects and meetings.
• Fluency in more than one language is considered an asset.
Must possess and maintain a valid Ontario Class ‘G’ Driver’s Licence.

Hours of Work and Working Conditions

This position is employed in an office environment, 35 hours per week. Overtime and attendance at meetings and/or special events scheduled for evenings/weekends may be required at times.

Employee Group

Non-union.

Reason for Vacancy

Existing position.