Executive Coordinator

Norfolk County

. Provide comprehensive executive support to the Chief Administrative Officer and Senior Leadership Team.

Posted 10/31/2026full-timeSimcoe • CanadaMid-LevelSenior💰 CA$72,594 - CA$94,371 per yearWebsite

Core Competencies

Role fit

Core Competencies

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Demonstrates extensive administrative support capabilities, including calendar management, correspondence preparation, and budget coordination. Proficient in handling sensitive information and ensuring compliance with corporate policies and legislative requirements.

Highest-signal resume keywords

Executive SupportCalendar CoordinationBudget DevelopmentConfidential Information ManagementCommunication Skills

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills

Office Administration PracticesResearch SkillsReport WritingBudget ProcessesRecord Management Principles

Soft Skills

Time ManagementOrganizational SkillsInterpersonal SkillsFacilitation SkillsJudgement and Discretion

Tools & Technologies

Microsoft OfficeAdobe ProCorporate Standard Software

Certifications & Qualifications

AMCTO DesignationCriminal Record Check

Industry Keywords

Political SettingMunicipal AdministrationLegislative RequirementsEmergency PreparednessOccupational Health and Safety Act

About the role

Key responsibilities & impact

Provide comprehensive executive support to the Chief Administrative Officer and Senior Leadership Team.
Coordinate complex calendars, schedules, appointments, meetings, and events involving Council, senior leadership, stakeholders, and community partners.
Prepare, proofread, format, and distribute correspondence, reports, presentations, briefing materials, agendas, and related documentation.
Receive, prioritize, and coordinate responses to inquiries, correspondence, and requests directed to the Office of the CAO.
Maintain continuity of administrative operations during absences.
Monitor and manage follow-up actions from meetings, correspondence, and assigned initiatives.
Handle sensitive organizational, personnel, legal, and political matters confidentially.
Coordinate records and information management in accordance with legislative requirements, retention schedules, and corporate policies.
Maintain electronic and physical records systems, including storage, retrieval, security, and disposition of confidential information.
Provide administrative and governance support to senior leadership and coordinate Senior Leadership Team meetings.
Maintain action items and referred matters and coordinate with Clerks staff regarding Council matters.
Coordinate annual estimated budget development and assist with divisional budget monitoring.
Process and reconcile invoices, procurement card expenditures, and memberships.
Coordinate with Finance regarding budget allocations and financial reporting.
Serve as Chief Emergency Warden for designated County facilities and support emergency preparedness, training, evacuation planning, and compliance activities.
Serve as point of contact for internal and external stakeholders on behalf of the Office of the CAO.
Coordinate memberships, subscriptions, registrations, and participation in associations.
Coordinate corporate events, leadership meetings, organizational initiatives, and special projects.
Support onboarding, offboarding, organizational chart maintenance, administrative process improvements, and corporate systems initiatives.
Participate in project teams, committees, and working groups.
Coordinate Administrative Leadership Team meetings, including agendas, logistics, support materials, records of discussion, decisions, action items, and follow-up.
Provide backup in the absence of the Mayor’s Division Coordinator.
Perform other duties as assigned.

Requirements

What you’ll need

At least five (5) years of previous administrative experience, preferably in a political/municipal setting, which has dealt with senior management, politicians and the public or equivalent.
Post-secondary education relative to the function such as Business Administration, Public Administration or a related discipline.
AMCTO designation preferred.
Proven time management, organizational and interpersonal skills.
Excellent clear communication skills (oral and written).
Working knowledge of office administration practices.
Research, analysis, and report-writing skills.
Ability to work independently; to meet deadlines in spite of constantly shifting priorities, interruptions and diplomacy.
Facilitation and coordination skills for cross-departmental initiatives.
Thorough knowledge of various software systems and office equipment.
Ability to interpret and apply corporate policies, procedures, and legislative requirements.
General knowledge of Corporate filing system/data base/record management principles.
Ability to exercise judgement and discretion when managing confidential information.
High degree of integrity due to exposure to confidential and sensitive information.
Thorough knowledge of budget processes and accounting principles.
Valid Ontario driver’s license and access to a reliable vehicle.
Computer expertise in corporate standard software (Microsoft Office and Adobe Pro) and department specific software for data search and entry and to create and modify word processed documents.
Must be aware of safe work practices as they relate to job responsibilities and work environment and have the basic understanding of the Occupational Health and Safety Act.
Successful applicants are required to provide a current Criminal Record Check, including a Vulnerable Sector check where required, and verification of education.

Benefits

Comp & perks

Permanent full-time employment
35 hours per week
Primarily in-office, with potential flexible work arrangements based on operational requirements of the role
Accessibility accommodations available for all parts of the recruitment process