Career Opportunity – Internal/External Posting
Executive Assistant to the CAO and Mayor
(Temporary Contract – 14 Months)
Office of the CAO
Applications must be received by 11:59 PM, Sunday, July 5, 2026.
- 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.
- 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.
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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.
Existing position.
