Executive Assistant to CAO and Mayor

Executive Assistant to CAO and Mayor
Permanent Full-time
J0426-0787

The Town of New Tecumseth is looking for an Executive Assistant for the CAO and Mayor to join our rapidly growing team.

Why work with us

Our growing community identified as one of the fastest growing municipalities by Statistics Canada located about an hour north of Toronto offers beautiful rural and urban landscapes and diverse opportunities to work in a technologically progressive public environment. Additionally the Town offers the following perquisites:

• flexible work environment including ability to work from home up to two (2) days per week
• employer paid health and dental benefit packages
• competitive salaries
• OMERS pension plan
• free gym membership at Town recreation centres
• professional development opportunities

To provide support to the Chief Administrative Officer and Mayor in the fulfillment of their duties by undertaking administrative management communication coordination and provide tactical support when short term gaps are identified within the organization including a wide variety of tasks involving direct liaison with Council senior staff other levels of government community organizations and the public. Acting as a gateway to the CAO this position will work alongside the leadership team assisting with multiple projects and initiatives on their behalf.

Responsibilities:

• Provide confidential administrative support project and program coordination to the Office of the CAO and Mayor to maintain efficient operations including compiling and preparing correspondence documents reports etc. establishing and maintaining departmental filing systems monitoring of the operating budget.
• Monitor initiate and triage information with a high degree of sensitivity ensuring public concerns are addressed responds to telephone inquiries directed to the C.A.O. by providing information where possible. If unable to provide a response will obtain relevant details and forward calls to the C.A.O. as required ensuring C.A.O. is first briefed on the nature of the call(s). Ensuring vital information is relayed and cascaded throughout the organization
• Prepare and facilitate materials and logistics for internal and external meetings including agendas action items tracking follow up and communicating results/direction to appropriate individuals. Exercising sound judgement to resolve matters which may be political or sensitive in nature.
• Calendar management including managing deliverables and priorities to ensure the Mayor and C.A.O. s required time is spent on the most critical activities deadlines are met and the team is prepared for meetings with Council internal department and external stakeholders.
• Act as a representative of the CAO to the rest of the team council residents and other stakeholders when CAO is not available representing their thoughts wishes vision and needs.
• Research track and coordinate submissions for corporate conferences and awards to increase the profile of the municipality as well as responsibility for the preparation of polished dynamic and professional presentations and speeches on behalf of the Mayor and C.A.O.s Office.
• Act as the Senior Administrative Assistant providing guidance and coordination with other administrative staff within the organization.
• Undertake the preparation calendarization and monitor the annual budgets (operating and capital) budgets for the C.A.O. Department.
• As required prepare and manage the agenda for the Executive Management Teammeetings attend meetings prepare minutes for meetings and undertakes any follow up work as directed by the C.A.O.
• Schedule and organize strategic planning and leadership sessions board meetings andteambuilders (all staff meetings) and provide committee support and coordination related to corporate and strategic projects.

Qualifications:

• Requires: College level diploma in Business Administration Public Relations or related field.
• Preferred: Completed of the Municipal Administration Program from the Association of Municipal Clerks and Treasurers.
• Requires: 5 years experience in senior executive administrative or administrative manager roles in either the public or private sector.
• Valid G class driverslicense and access to reliable vehicle for use on corporate business.
• Ability to work outside normal business hours as required.
• Excellent computer literacy utilizing word processing spreadsheets presentation and database software.
• Ability to present information to broad and varied audiences including political functions at a senior level.
• Requires a sound knowledge of local government matters in order to resolve issues that arise.
• Excellent interpersonal project/time management analytical communication presentation public/media relations and problem-solving skills organizational/coordinating research minute-taking writing typing/formatting customer service and multi-tasking /work prioritization skills.
• Ability to apply public relations and customer service communication strategies.

Salary: $78569.73 to $99756.21 plus employer paid benefits and OMERS pension plan
Hours: 35 hours per week 8:30 a.m. 4:30 p.m. Monday through Friday. Occasional weekend work as required.
Location: Town Hall - 24 Tupper Street West Alliston
Start Date: May 25 2026

To apply please submit a cover letter resume and copies of the required credentials (College degree relevant training etc) by May 10th.

We thank you for your interest; however only those selected for an interview will be contacted.

Information collected will be used solely for the purpose of candidate selection in accordance with the Municipal Freedom of Information & Protection of Privacy Act.

The Town of New Tecumseth is an equal opportunity employer that is committed to inclusive barrier-free recruitment and selection processes. If contacted for an interview please advise Human Resources if you require accommodation.