Executive Assistant to CAO

Description

The Executive Assistant to the Chief Administrative Officer is accountable for the effective coordination of the CAO’s office and the timely delivery of executive support that enables informed decision‑making, continuity of operations, and responsive follow‑up on corporate and Council‑related matters. The role is responsible for coordinating confidential and sensitive information, executive priorities, and related follow‑up in support of the CAO’s office, including matters involving labour relations, human resources, strategic initiatives, and issues under consideration by senior leadership or Council.

The role provides senior‑level coordination and influence across the executive office by working closely with the CAO, Executive Assistant to the Mayor, Commissioner Executive Assistants, Senior Leadership Team, and other internal and external contacts to support communication, cross‑coverage, consistent practices, and continuity of service. The role provides back‑up to the Executive Assistant for the Mayor’s office as needed. It acts as a key liaison within a complex municipal environment and provides indirect leadership within the executive assistant network through collaboration, executive follow‑up, and the coordination of shared workflows and priorities.

• Diploma or degree in Public Administration, Business Administration, Political Science, Office Administration, Communications, or a related field.
• Minimum of five (5) years of progressively responsible experience providing senior administrative or executive support to senior leaders, ideally in a municipal or broader public sector environment.

• Municipal experience, including direct support to a CAO, senior leadership team, Mayor, or Council environment.
• Experience using Council agenda or meeting management systems, records management systems, and collaboration tools.
• Coursework, training, or designation related to municipal administration, governance, communications, or project coordination.

• Demonstrated ability to exercise independent judgment, discretion, and political acuity in a non‑union executive support role involving confidential, labour relations, human resources, strategic, or politically sensitive matters.
• Demonstrated ability to provide senior‑level executive support, coordinate cross‑coverage, and promote consistent practices across an executive assistant network without formal supervisory authority.
• Ability to work effectively in a fast‑paced environment with changing priorities, tight deadlines, flexible hours, and a high standard of accuracy, responsiveness, and professionalism.

• Legislative & Regulatory Knowledge - Knowledge of municipal governance, Council processes, records management, privacy requirements, and related legislation relevant to the CAO’s office, with an understanding of the legislative and political environment in which municipalities operate.
• System Proficiency - Advanced proficiency in Microsoft Office, including Outlook, Word, Excel, PowerPoint, Teams, and other business systems used to support executive operations, meeting coordination, records management, and the preparation of executive materials.
• Data & Information Management - Strong ability to organize, maintain, track, and retrieve confidential, strategic, and operational information accurately and efficiently, including materials related to labour relations, human resources, Council matters, benchmarking, and pre‑decisional issues.
• Project & Process Coordination - Ability to coordinate meetings, timelines, follow‑up, and executive office workflows across multiple priorities while maintaining accuracy and attention to detail, and to support strategic initiatives, corporate priorities, cross‑coverage, and project follow‑up in a fast‑paced environment.
• Professional & Interpersonal Skills - Exceptional writing, editing, judgment, diplomacy, problem‑solving, and relationship management skills, with the ability to prepare briefing notes, correspondence, presentations, reports, and other executive materials, and to work effectively with elected officials, senior leaders, staff, stakeholders, and the public.

Classification for this position:
Non‑Union Job Class 4

Salary: $99,120- $105,950

Email: