Town of Coalhurst - Executive Legislative & Governance Officer

Purpose of the Role

This position serves as a strategic governance and executive coordination role, providing high-level filtration, legislative support, and confidential advisory assistance to the Chief Administrative Officer (CAO), Mayor, Council, and Senior Administration. The role is designed to protect decision-making clarity, ensure legislative compliance, and reduce administrative overload at the executive level.

Reports to:

Chief Administrative Officer

Key Responsibilities

Executive Filtration & Briefing

• Act as a primary filter and triage point for the Office of the CAO, assessing urgency, relevance, and appropriate routing of requests before escalation.
• Prepare concise verbal and written briefs for the CAO, highlighting key issues, decisions required, risks, and recommended next steps.
• Manage the CAO’s calendar, inbox and meeting flow with authority to triage, defer, or redirect matters that do not require executive involvement, emphasizing strategic prioritization.
• Maintain a decision and action tracking system for Council and CAO-level decisions, ensuring follow-up, accountability, and visibility without requiring executive oversight.
• Conduct targeted research and jurisdictional benchmarking related to governance, policy, and bylaw matters to support evidence-informed advice to the CAO and Council.
• Coordinate travel and conference logistics for the CAO and Council, including bookings, registrations, and itineraries, and manage the accurate processing, tracking, and reconciliation of CAO and Council expenses in accordance with municipal policy.

Governance & Legislative Stewardship

• Support Council and Committee governance processes, including agenda preparation, minutes, action tracking, and follow-up.
• Ensure closed meetings and information handling comply with the Municipal Government Act, Access to Information Act, and Protection of Privacy Act.
• Assist with policy and bylaw development, review, and governance documentation and review.
• Maintain corporate records and legislative compliance systems.
• Manage the Town’s agreement tracking process.
• Review and implement an information management system.

Council & Executive Liaison

• Serve as a governance liaison between the CAO, Council, and Senior Administration, ensuring communication remains clear, professional, and appropriately contained.
• Draft and review correspondence on behalf of the CAO, Mayor, and Council with a focus on clarity, neutrality, and governance integrity.
• Support Council-related events, orientation, training, and procedural education.

Strategic Projects & Regional Coordination

• Support the CAO and Senior Administration with special projects that strengthen governance, continuity, and intermunicipal collaboration.
• Assist with coordination and documentation related to regional partnerships, committees, and external agencies.
• Limited event coordination for governance-related or staff events.

Executive Support

• Other duties as assigned by the CAO that align with the purpose of this role and governance support functions.

Education and Experience

• Minimum of two (2) years of experience in legislative or municipal operation.
• Post-secondary degree or diploma in Public Administration, Business Administration, Legal Assistant, or related discipline.
• Experience with Microsoft Office Suite.
• Education in Local Government Administration is considered an asset.
• Experience supporting boards or committees is a strong asset.
• Experience conducting municipal elections is a strong asset.
• Criminal Record Check.
• Valid Driver’s License with current Driver's Abstract.
• Commissioner for Oaths (or attainable).

The position works 35 hours/week, including attending biweekly evening Council meetings and occasional weekend workshops and events.

Application Requirements
:
Resume and Cover Letter

The Town of Coalhurst offers a competitive compensation package designed to support your professional growth and personal well-being. This includes:

• Enrollment in the Local Authorities Pension Plan (LAPP).
• Group benefits with access to a Health Spending Account.

The position will remain posted until a suitable candidate is found.