Executive Coordinator - CAO & Mayor's Office

Position Details

• Location: The Blue Mountains
• Employment Type: Full-time
• Contract Type: Permanent
• Engagement Type: Permanent
• Department: Administration

Position Summary

Reporting to the Chief Administrative Officer (CAO), the Executive Coordinator provides high‑level executive coordination and strategic administrative support for both the CAO and Mayor. Serving as the central coordination point for executive operations and in providing support for corporate project oversight, this role enhances the CAO’s ability to focus on strategic leadership, corporate priorities, and community outcomes. The Executive Coordinator leads the coordination of Senior Management Team (SMT) activities, supports governance and Council processes, facilitates cross‑department communication, and contributes to organizational culture, employee engagement, and corporate initiatives. The role requires exceptional professionalism, discretion, strategic awareness, and the ability to manage sensitive information while supporting seamless corporate operations.

Key Duties and Responsibilities

• Executive Office Coordination: Coordinate the day‑to‑day operations of the CAO’s Office to ensure effective workflow and alignment with corporate priorities. Manage the CAO and Mayor’s calendar, schedule, commitments, and competing priorities. Anticipate information needs and ensure the CAO is fully prepared for meetings, events, and decision‑making. Draft, edit, and manage confidential communications and correspondence on behalf of the CAO and Mayor. Maintain CAO Office records and documentation in accordance with corporate records management policies administered by the Clerk’s Office. Ensure confidentiality and proper handling of sensitive or proprietary information. Support compliance with access and privacy legislation, including the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA).
• Council and Governance Support: Collaborate with the Clerk’s Office to support the CAO and Mayor’s involvement in Council and Committee processes. Coordinate the preparation, review, and submission of reports, briefing notes, and presentations from the CAO’s Office and the Administration Department. Ensure CAO office workflows align with legislative requirements, governance protocols, and Council‑Staff Relations policies. Promote transparency and adherence to proper information‑sharing practices between staff and elected officials.
• Strategic Initiative and Project Coordination: Track and monitor progress on corporate strategic initiatives and priority projects led or overseen by the CAO. Maintain dashboards and tracking systems for leadership commitments, action items, and cross‑department initiatives. Coordinate interdepartmental meetings and corporate projects initiated through the CAO’s Office. Conduct research and prepare background materials to support executive planning and decision‑making.
• Meeting Support, Organizational Leadership & Corporate Initiatives: Support CAO and Mayor‑led committees and corporate working groups, including agenda development, minute‑taking, and action tracking. Coordinate Senior Management Team (SMT) meetings and ensure timely follow‑up on action items. Support the CAO in advancing organizational culture, employee engagement, and corporate‑wide initiatives. Act as a coordination point between the CAO’s Office, Human Resources, and the Senior Management Team on employee engagement‑related activities. Assist with planning and coordinating corporate initiatives such as employee recognition events, leadership initiatives, town halls, and internal engagement activities. Prepare staff‑facing communications, briefing notes, and intranet updates related to corporate initiatives and leadership activities. Reinforce consistent corporate messaging and support effective internal communication practices across departments. Provide administrative support for emergency management exercises and activities in line with the Town’s Emergency Response Plan.
• Communications & Stakeholder Coordination: Draft, edit, and coordinate executive correspondence, communications, and briefing materials for the CAO and Mayor. Act as a liaison between the CAO’s Office, Council members, municipal departments, community organizations, government agencies, and external partners. Support coordination of stakeholder meetings and external engagement activities. Ensure communications from the CAO’s Office reflect corporate values, priorities, and strategic objectives.
• Corporate Responsibilities: Demonstrate and promote a high standard of customer service in interactions with staff, Council, partners, and the public. Support a respectful, professional, inclusive, and equitable workplace. Adhere to corporate policies related to workplace conduct, privacy, records management, and harassment prevention. Comply with all requirements of the Occupational Health and Safety Act and work in a manner that promotes a safe and healthy workplace. Perform other duties as assigned in alignment with organizational priorities and operational needs.

Qualifications

Post‑secondary diploma or degree in Public Administration, Business Administration, Political Science, Office Administration, or a related discipline is required. (Description truncated.)