Executive Assistant to the CAO

Town of Caledon•Caledon, ON

6d•CA$87,912 - CA$109,891•Hybrid

About The Position

The Town of Caledon is seeking an experienced Executive Assistant to the CAO to perform a wide variety of strategic enablement duties requiring confidentiality, diplomacy, maturity, and independent judgment. This role involves preparing high-level communications, correspondence, briefing notes, and reports for the CAO. The position leads the standardization and consistent delivery of executive-level administrative support services and provides guidance to administrative staff across the Town. It also assists with strategic projects and serves as a communication liaison for stakeholders within and outside the Office of the CAO, including the Mayor, Members of Council, Leadership, and various levels of government. The Executive Assistant must maintain awareness of local and municipal matters, corporate priorities, and politically sensitive issues, exercising absolute discretion. The successful candidate will anticipate, filter, and manage operational noise to extend the CAO's bandwidth and enhance the responsiveness of the CAO’s Office, leading with a high level of professionalism that reflects positively on the organization.

Requirements

Post-secondary diploma in Business or Office Administration, public policy or other closely related fields.
Minimum of five (5) years related experience in a senior administrative role, preferably in a municipal environment.
Demonstrated organizational, administrative, and critical thinking skills with extreme attention to detail and accuracy.
Ability to meet deadlines.
Excellent verbal and written communication skills.
Ability to handle significant contacts with long-term impacts.
Satisfactory passing of a criminal record check.
Proof of qualifications.

Responsibilities

Provide comprehensive administrative support for the CAO, including coordinating business schedule, correspondence management, screening and directing telephone calls, and initiating further action where appropriate to resolve issues.
Act as a bridge for smooth communication between the CAO and staff, members of the public and outside agencies verbally or in writing on the CAO’s behalf, including those of a highly confidential or critical nature. Prioritize and determine appropriate courses of action, referral, or response with a view to maintain credibility, trust, and support with leadership.
Proactively request and follow up on Town priorities and action items with the appropriate Commissioners or staff, cooperatively negotiating priorities and realistic due dates.
Review incoming documents or reports to provide initial assessment of whether the item contains quality information that is appropriate for the desired use, and to be able to answer initial questions or clarifications about the material.
Create a variety of letters, internal memos, meeting agendas, and reports utilizing various word processing, spreadsheet, database, and presentation software.
Liaise with all departments, area municipalities and other external agencies, provincial government ministries and public.
Research and compile background material for responses to issues and concerns raised by Councillors, senior management, etc., and for inquiries, correspondence, reports and meetings.
Authorize expense reimbursements and invoices up to the pre-determined limit. Reconcile card transactions.
Process purchase requisitions and submit approved invoices for payment and create monthly expense reports.
Assist in development of line-item budget for CAO department, including preparation of charts and spreadsheets as required.
Monitor expenditures and contribute to decisions regarding budget preparation.
Perform additional duties and undertake special projects as assigned.