Executive Support Coordinator

POSITION

Executive Assistant to the CAO – Temporary Full‑Time (6 months) – Salary: $72,847.00 - $82,745.00 – Department:
York Region → Office of the CAO → Executive Office.

Consistently named one of Canada’s Best Employers by Forbes, we offer a collaborative, progressive workplace that takes pride in our organizational culture and is committed to living The 13+ Factors of Psychological Health and Safety in the Workplace – aligned with our vision to create strong, caring and safe communities both within and outside our walls.

• Defined Benefit Pension Program – With the Ontario Municipality Employees Retirement System (OMERS) defined benefit pension plan, you can confidently retire knowing that you will have income for life. Eligibility from date of hire as a full‑time employee and includes employer‑matched contributions.
• Employer of Choice – Recognized as the highest‑ranking government employer in Canada and fourth overall among 300 organizations.
• Benefits and Wellness – Employees and their loved ones have access to an employee health care spending account, a 24/7 Employee and Family Assistance Program, corporate discounts and purchase plans for day‑to‑day products and services. Casual employees are eligible to receive payment in lieu of benefits and/or vacation.
• Inclusive and Diverse Workforce – We’re committed to fostering an environment that celebrates all dimensions of diversity and ensures everyone can develop to their full potential, participate freely in society and live with respect, dignity and freedom from discrimination. Our robust Inclusion, Diversity, Equity and Accessibility program continues to grow, and has been recognised by the United Nations and many other organisations for our leadership.

This position is responsible for providing operational and administrative support to the Office of the CAO, optimising workflow and tracking systems, streamlining processes, and ensuring organisational efficiency to support the achievement of strategic objectives. The role includes administrative support to the Executive Advisor and Liaison, handling sensitive and confidential matters, conducting research, preparing documentation, correspondence and minutes, and efficient tracking of action items and deliverables.

• Prioritise conflicting needs; handle confidential and sensitive matters expeditiously, proactively, and follow through on projects to successful completion.
• Keep the Executive Advisor and Liaison well informed of upcoming commitments and responsibilities, following up appropriately. Anticipate needs in advance of commitments and provide a proactive approach towards support duties and initiatives.
• Provide confidential administrative support, including support for ongoing projects, preparing confidential correspondence, and responding to messages.
• Effectively manage schedule and calendar details, prioritise open action items, and pro‑actively troubleshoot and resolve scheduling conflicts. This includes organising and coordinating meetings – including virtual and phone meetings, managing and tracking invitations, coordinating agendas, and facilitating communication.
• Conduct research and act as an intermediary to ensure information and materials are relayed to, and acted upon, by the appropriate parties within prescribed time frames.
• Provide executive support services, including routine decision‑making related to escalation, delegation and access based on priorities of the Executive Advisor and Liaison.

• Successful completion of a College Diploma in Public Administration or Business Administration or an approved equivalent combination of education and experience.
• Minimum five (5) years of experience in office/project coordination, including experience providing administrative support at a senior level.
• Demonstrated experience in research, analysis and interpretation of data.
• Demonstrated ability to prioritise and complete multiple tasks on time and at high quality, and to shift priorities quickly.
• Excellent time‑management skills and ability to prioritise tasks and projects with a sense of urgency and sound judgement.
• Ability to…