Assistant to Mayor and Council

City-of-Orilli; Orillia; Hybrid; CAD 56,000 - 76,000; Full time

Job summary

The City of Orillia is seeking an Assistant to Mayor and Council to provide confidential administrative support, manage complex schedules, prepare reports and correspondence, and respond to inquiries with professionalism.

Reporting to the Mayor and Supervisor of Customer Service, you will coordinate travel, maintain calendars, attend meetings as required, and ensure timely, accurate information handling in a municipal environment.

Qualifications

• Post-secondary diploma in Office, Business or Legal Administration.
• Minimum of two years of progressive administrative experience.
• High level of political acuity, discretion and confidentiality.
• Excellent judgement, organizational, verbal and written communication skills.
• Ability to work independently and in a team.

Responsibilities

• Act as the primary point of contact for incoming phone calls, emails, and visitors to the Mayor and Council offices.
• Draft official correspondence, proclamations, certificates of recognition, congratulatory letters, and speaking notes for the Mayor.
• Coordinate travel arrangements, accommodations, and conference/event registrations for elected officials.
• Manage and maintain the calendars, appointments, and daily schedules for the Mayor and Council members.
• Attend Council or Committee meetings as required.
• May be required to act as administrative support for the Police Board, including coordination and preparation of meeting agendas and minutes.
• Screen and respond to public enquiries, concerns, and requests for information, redirecting issues to appropriate departments or higher levels of government.
• Maintain professional diplomacy and political neutrality while liaising with senior staff, community stakeholders, local businesses, the media, and government agencies.
• Monitor and manage the operational budget for the Office of the Mayor and Council, including coding expenses and reviewing standard invoices.
• Maintain physical and digital filing systems, corporate records, and archiving protocols in line with privacy legislation.

Skills

Independent and team work

Judgement and communication

Political acumen and confidentiality

Problem solving and time management

Education

Post-secondary diploma in Office, Business or Legal Administration

Tools

SharePoint

MS Office Suite

Job description

Assistant to Mayor and Council

The City of Orillia is less than 90 minutes from the Greater Toronto Area. Even though growth and progress have been strong in recent years, the Sunshine City has worked hard to retain the small-town charm that has captivated generations. The quality of life is unbeatable in this city surrounded by two lakes, where outdoor pursuits are available in all seasons and are enjoyed by both visitors and residents.

The City of Orillia is currently seeking a highly motivated individual to fill the position of Assistant to Mayor and Council. The City does not use artificial intelligence in the hiring process. All job applications are reviewed personally by the appropriate Department/Division. This position is for an existing vacancy.

Reporting to the Mayor and under the guidance of the Supervisor of Customer Service, the position manages the day-to-day operations for the Mayor and members of Council, manages complex schedules, conducts research, prepares reports, handles information requests, receives visitors, makes conference arrangements and schedules meetings. Candidates must possess a post-secondary diploma in Office, Business or Legal Administration, with a minimum of two years of progressive administrative experience, ideally supporting senior executives, elected officials, or working within a municipal/public sector environment.

The City of Orillia offers a competitive salary with a comprehensive benefits package, and registration with the OMERS Pension Plan. The salary for this position is $55,760 to $75,852 (based on the skills and qualifications of the successful candidate) for a 35-hour work week.

Interested candidates with the required qualifications are welcome to submit their resume and letter of interest by November 4, 2026 at Noon.

Note: The City of Orillia is committed to an inclusive, barrier-free environment. Accommodation will be provided in all steps of the hiring process. Please advise the City of Orillia Human Resources Department if you require any accommodations to ensure you can participate fully and equally during the recruitment and selection process. We thank all applicants that apply and advise that only those to be interviewed will be contacted. In accordance with the Municipal Freedom of Information and Protection of Privacy Act, personal information is collected under the authority of the Municipal Act 2001,S.O. 2001, c. 25., and will be used for the purpose of candidate selection. Questions about this collection should be directed to the Freedom of Information Coordinator, City of Orillia, 50 Andrew St. S., Orillia ON L3V 7T5.

Position Synopsis and Purpose

This position provides confidential administrative support to the Mayor and members of Council, including the preparation, editing, and formatting of correspondence and related documents. This role is customer service-focused and is responsible for responding to incoming communications, as well as triaging and addressing enquiries received by phone, email, and in person in a professional, timely, and confidential manner.

Major Responsibilities

Description

Approx. Time

Council and Committee Administration

• Act as the primary point of contact for incoming phone calls, emails, and visitors to the Mayor and Council offices.
• Draft official correspondence, proclamations, certificates of recognition, congratulatory letters, and speaking notes for the Mayor.
• Coordinate travel arrangements, accommodations, and conference/event registrations for elected officials.
• Manage and maintain the calendars, appointments, and daily schedules for the Mayor and Council members.
• Attend Council or Committee meetings as required.
• May be required to act as administrative support for the Police Board, including coordination and preparation of meeting agendas and minutes.

45%

Public Relations & Enquiries

• Screen and respond to public enquiries, concerns, and requests for information, redirecting issues to appropriate departments or higher levels of government.
• Maintain professional diplomacy and political neutrality while liaising with senior staff, community stakeholders, local businesses, the media, and government agencies.

45%

• Monitor and manage the operational budget for the Office of the Mayor and Council, including coding expenses and reviewing standard invoices.
• Maintain physical and digital filing systems, corporate records, and archiving protocols in line with privacy legislation.

10%

Note: All activities are expected to be performed in a safe manner, in accordance with the Occupational Health and Safety Act and its Regulations, along with Corporate Safety policies, procedures and programs.

In addition, all necessary personal protective equipment must be used and maintained in good condition.

Minimum Qualifications

Education (degree/diploma/certifications)

• A post-secondary diploma in Office, Business or Legal Administration

Experience

• A minimum of two years of progressive administrative experience, ideally supporting senior executives, elected officials, or working within a municipal/public sector environment.

Knowledge/Skills/Ability

• Ability to work both independently and in a team.
• Excellent judgement, organizational, verbal and written communication skills.
• Ability to effectively handle stressful situations.
• High level of political acuity, discretion, and strict confidentiality.
• Strong problem-solving skills, resourcefulness, and the ability to resolve conflicts effectively while maintaining professionalism.
• Highlyorganizedwiththeabilitytoprioritizetasksandmanagetime effectively.
• Ability tod deal effectively and courteously with the public, staffandexternalagencies.
• Strong computer skillsusingSharePoint,MSOfficeapplications,including Word,Excel,PowerPoint,Outlook and the Internet.

Physical Demands

• Sitting, standing, or walking.
• Work is conducted in a standard office environment with continual visual concentration required.

Position Requirements

• Valid Class 'G' Ontario Driver's License and access to a reliable vehicle.
• A current and acceptable Criminal Record Check is required prior to the employment commencement date.
• Attendance at Council meetings may be required.
• Must have a high-speed internet connection and a proper workstation at a home location to enable remote work. Please refer to the Working From Home procedure.

Position Classification

Position Title: Assistant to Mayor and Council