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Norfolk County

Local government delivering public services

Executive Coordinator

Executive SupportConfirmed live in the last 24 hours
Full-timeSimcoe, ON, Canada$72.6k - $94.4k /yr

About the Job

Requirements

  • At least five years of previous administrative experience, preferably in a political or municipal setting dealing with senior management, politicians, and the public, or equivalent experience.
  • Post-secondary education relevant to the function, such as Business Administration, Public Administration, or a related discipline.
  • Proven time management, organizational, and interpersonal skills.
  • Clear oral and written communication skills.
  • Working knowledge of office administration practices.
  • Research, analysis, and report-writing skills.
  • Ability to work independently and meet deadlines despite shifting priorities and interruptions, while exercising diplomacy.
  • Facilitation and coordination skills for cross-departmental initiatives.
  • Thorough knowledge of software systems and office equipment.
  • Ability to interpret and apply corporate policies, procedures, and legislative requirements.
  • General knowledge of corporate filing systems, databases, and records management principles.
  • Ability to exercise judgment and discretion when managing confidential information.
  • High degree of integrity when handling 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, including Microsoft Office and Adobe Pro, and department-specific software for data search and entry and creating and modifying word-processed documents.
  • Awareness of safe work practices relevant to job responsibilities and work environment, and basic understanding of the Occupational Health and Safety Act.

Responsibilities

  • Provide comprehensive executive support to the Chief Administrative Officer and members of Senior Leadership.
  • Coordinate and manage 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 Chief Administrative Officer.
  • Maintain continuity of administrative operations within the Office of the Chief Administrative Officer during periods of absence.
  • Monitor and manage follow-up actions arising from meetings, correspondence, and assigned initiatives.
  • Handle sensitive organizational, personnel, legal, and political matters confidentially.
  • Coordinate records and information management activities for the Office of the Chief Administrative Officer in accordance with legislative requirements, records retention schedules, and corporate policies.
  • Maintain accurate and organized electronic and physical records systems.
  • Ensure appropriate storage, retrieval, security, and disposition of records and confidential information.
  • Support records management initiatives and continuous improvement of information management practices.
  • Provide administrative and governance support to the Senior Leadership Team and corporate leadership activities.
  • Coordinate Senior Leadership Team meetings.
  • Maintain action items and referred matters.
  • Coordinate with Clerks staff regarding Council matters.
  • Monitor follow-up actions arising from senior leadership direction.
  • Coordinate development of the annual estimated budget with the Chief Administrative Officer.
  • Assist in preparing and monitoring divisional budgets.
  • 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.
  • Support emergency preparedness activities, training, evacuation planning, and related compliance requirements.
  • Participate in emergency management activities as assigned.
  • Serve as a point of contact for internal and external stakeholders on behalf of the Office of the Chief Administrative Officer.
  • Coordinate memberships, subscriptions, registrations, and participation in municipal, professional, and governmental associations.
  • Maintain working relationships with elected officials, staff, professional organizations, and community partners.
  • Coordinate corporate events, leadership meetings, organizational initiatives, and special projects assigned by the Chief Administrative Officer.
  • Support onboarding, offboarding, organizational chart maintenance, and administrative process improvements within the Office of the Chief Administrative Officer.
  • Assist in implementing and administering corporate systems, initiatives, and continuous improvement activities.
  • Participate in project teams, committees, and working groups as assigned.
  • Coordinate and support Administrative Leadership Team meetings, including developing and maintaining agendas; coordinating meeting logistics and support materials; preparing and distributing records of discussion, decisions, and action items; and monitoring and following up on assigned actions and outstanding matters.
  • Provide backup in the absence of the Mayor’s Division Coordinator.
  • Perform other duties as assigned.

Desired Qualifications

  • AMCTO designation preferred.
  • Administrative experience in a political or municipal setting dealing with senior management, politicians, and the public is preferred.

About the Company

Norfolk County

Local government delivering public services

Norfolk County is a large single-tier municipality in Southwestern Ontario that provides local public services to more than 70,000 residents and businesses. It operates through organized departments and a council to plan, fund, and deliver services like infrastructure, planning, and parks, with residents accessing these services via programs, facilities, permits, and outreach; the organization also supports flexible work arrangements and ongoing learning for staff. Its approach centers on values such as creativity, collaboration, respect, inclusion, and integrity, with a strong emphasis on shared purpose, personalized recognition, and supportive teams to stand out from other local governments. The goal is to foster a vibrant, inclusive, and opportunity-rich community where public services meet real local needs and residents can grow, supported by a reliable, well-treated workforce.

Company size
201-500
Company stage
Not listed
Total funding
Not listed
Headquarters
Canada
Founded
2001

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