Coordinator, Council & Committee (Contract up to 18 Months)

RiseMe; Caledon; Hybrid; CAD 59,000 - 74,000; Full time

Benefits offered by this job

Flexible schedule

Remote work options

Accommodations available

Job summary

The Town of Caledon invites applications for the Coordinator, Council & Committee position. Reporting to the Deputy Clerk, Council & Committee Services, this role coordinates day-to-day operations for Council and Committee activities, including agenda prep, minutes, and documentation management.

The ideal candidate holds a post-secondary degree or diploma in Executive or Business Administration, with at least two years of municipal administration experience.

Qualifications

• Minimum two years of related administrative experience in a municipality or equivalent.
• Strong written and verbal communication skills with discretion handling confidential data.
• Familiarity with Municipal Act and Council/Committee processes is preferred.

Responsibilities

• Coordinate assembly and distribution of documents for meeting agendas, motions, minutes and correspondence.
• Schedule delegations and presentations; coordinate virtual and hybrid meetings and test technology.
• Operate and maintain the live stream during Council and Committee meetings.
• Maintain records of appointments, terms, by-laws, schedules and minutes.
• Ensure adherence to reporting and by-law writing guidelines; update procedures as needed.
• Assist the public registering to participate; provide information and support staff.
• Maintain the Town’s electronic Agenda Management System and assist with special projects.

Skills

Communication skills

Organizational skills

Discretion

Education

Post-secondary degree or diploma in Executive or Business Administration

AMCTO Municipal Administration Program

Parliamentary Procedures

Tools

Agenda Management System

Job description

The Town of Caledon is a dynamic municipality that successfully balances urban, rural, and agricultural communities. Our energetic staff are guided by our core values that create an environment for continuous improvement and customer service excellence.

In addition to offering exciting career opportunities, the Town also provides a competitive and comprehensive total rewards package. Come see how you can make a difference.

The Opportunity (Vacancy: Replacement)

Reporting directly to the Deputy Clerk, Council & Committee Services, this role is responsible for the coordination and administration of the day-to-day operations relating to Council and Committees.

As the Coordinator, Council & Committee, you will perform the following duties, including but not limited to:

• Coordinate the necessary administrative functions including the assembly and distribution of all documents associated with meeting agendas, draft motions, minutes and correspondence within the required time frame; schedule and coordinate all delegations and presentations
• Coordinate the necessary meeting functions for Council and Committee meetings including virtual and hybrid meeting options, including necessary testing of technology and working with Information Technology staff to troubleshoot
• Operate and maintain the live stream during Council and Committee meetings
• Maintain listing of pending Council and Committee business items, monitoring when items have been reported and follow up with respective Staff
• Establish, coordinate and maintain annual Council and Committee meeting schedules
• Ensure adherence to report and by-law writing guidelines and formats, and update guidelines and associated procedures, as needed
• Prepare reporting out correspondence following Council and Committee meetings
• Maintain records regarding Council and Committee appointments including terms of reference, contact information, appointing by-law or resolution, meeting schedules, agendas and minutes
• Maintain accurate Council and Committee records subject to the Town’s Records and Retention Policy
• Respond to internal and external requests for information on Council and Committee decisions and documentation
• Provide advance assistance to members of the public who have registered to participate during Council and Committee meetings
• Provide advance assistance, train staff and maintain the Town’s electronic Agenda Management System
• Perform additional duties and undertake special projects as assigned

The Ideal Candidate

We are seeking an experienced professional with a post-secondary degree or diploma in Executive or Business Administration, or closely related field. Our ideal candidate has a minimum of two (2) years’ related experience in an administrative role, in a municipality or suitable equivalent experience. Completion of AMCTO Municipal Administration Program and Parliamentary Procedures are an asset.

The ideal candidate will have excellent verbal and written communication skills, organizational skills, and possess the ability to exercise significant discretion and sensitivity involving regular access to confidential data. We are seeking an individual who has demonstrated working knowledge of the Municipal Act and processes related to Council/Committee Services and municipal elections.

The successful candidate for Coordinator, Council & Committee, will be required to work a flexible schedule, including in the office, remotely and after hours (as required).

This position offers an hourly range of $43.23 to $54.04

Satisfactory passing of a criminal record check, and proof of qualifications will be required of any successful candidate(s) for this position.

The Town is committed to diversity and inclusivity in employment and welcomes applications from qualified individuals of diverse backgrounds. The Town is an equal opportunity employer that is committed to an inclusive and barrier-free workplace. If your application requires accommodation, please contact People Services at [phone] Ext. 4738.

Applications for this posting will be accepted until October 13th, 2026, 12:00PM.

The Town of Caledon does not use artificial intelligence (AI) technology for screening, assessing, or selecting candidates.

If needed and upon request, this document can be made available in an alternative format.