Councillor's Executive Assistant - Ward 3

City of Mississauga; Mississauga; On-site; CAD 78,000 - 105,000; Full time

Job summary

A municipal government in Mississauga is seeking a Councillor's Executive Assistant for Ward 3. The candidate will manage the Councillor’s office activities, schedule appointments, and draft communications. Required qualifications include a post-secondary education and experience with elected officials. The role offers benefits including vacation and health coverage, with a salary range of $78,602 to $104,806 annually.

Benefits

Three Weeks Vacation

Extended Health Care

Dental Care

Optional Life Insurance

Qualifications

• Post-secondary education with two to five years’ experience in an administrative related position.
• Minimum of 3 years of experience working with elected officials is highly preferred.
• Knowledge of the City sufficient to obtain information in response to constituent questions.

Responsibilities

• Ensure the Councillor is relieved of all executive details.
• Schedule appointments ensuring no conflicts.
• Review and distribute incoming communications.
• Draft correspondence on behalf of the Councillor.

Skills

Communication skills

Multitasking

Time management

Knowledge of MS Office

Organizational skills

Education

Post-secondary education

Tools

MS Office (Word, PowerPoint, Excel, Outlook)

Job description

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Councillor's Executive Assistant - Ward 3

Req ID:27384
Vacancy Type: Temporary
Contract Duration: March 31, 2027
Number of Positions:1
Closing Date:12/23/2025

Job Summary

Under the general direction of the Councillor, the Ward 3 EA will carry out the executive daily duties of the Council Office.

The successful candidate will be considered for the duration of the Elected Official’s term of Office. The current term ends November 14, 2026.

This position is eligible for the following benefits: Three Weeks Vacation, Two Personal Paid Days, Extended Health Care (Vision, Prescriptions, Paramedical, etc), Dental Care, Basic Employee Life Insurance, Accidental Death & Dismemberment, Optional Life Insurance, Optional Critical Illness Insurance and eligible to elect to join the OMERS Pension Plan.

Duties and Responsibilities

• Ensure the Councillor is relieved of all executive details as it relates to the day‑to‑day running of the office.
• Assume primary responsibility for scheduling Councillor’s appointments, invitations, etc. ensuring that there is no scheduling conflict and also ensuring that Councillor has necessary information and material for each meeting and/or event.
• Assume primary responsibility for the review and distribution of all incoming mail, faxes, e‑mails and telephone inquiries to appropriate staff member and the administrative assistant.
• Receive and respond to in‑person, telephone and email inquiries from community partners, stakeholders, internal and external staff. As well as oversee communication with residents that the administrative assistant takes.
• Drafting correspondence on behalf of the Councillor (written).
• Updating and maintaining spreadsheets and databases, and data entry.
• Photocopying, opening and distributing mail, and other general clerical duties.
• Budget monitoring experience required.
• Working knowledge in a Windows environment with experience in the Internet and web posting.
• Attend and assist in the organization of events.
• Liaise with other Councillors, Councillors Assistants, senior management, other government officials, constituents and community representatives as required.
• May undertake other activities consistent with the requirements of the Councillor’s office.

Skills and Qualifications

• Post‑secondary education with two to five years’ experience in an administrative related position is required.
• Minimum of 3 years of experience working with elected official is highly preferred.
• Knowledge of the City sufficient to obtain information in response to constituent questions and issues and to refer constituents.
• Knowledge of the mandate and structure of Council and its committees is highly preferred.
• Knowledge of various MS Office applications including Word, PowerPoint, Excel, and Outlook.
• Knowledge of office systems and procedures.
• Energetic, motivated and a self‑starter.
• Deal effectively with time frames and deadlines, and work effectively under pressure.
• Deal effectively with people under circumstances where the other party can be highly irate and unreasonable.
• Strong ability to multitask and take on a variety of assignments.
• Organize, prioritize and manage tasks and responsibilities toward timely completion, adjusting priorities as required.
• Ability to maintain composure in stressful and difficult situations.
• Ability to demonstrate a high level of tact and diplomacy when dealing with constituents, other Councillors, senior management, different levels of government, etc.
• Excellent written and oral communication and listening skills.
• Criminal Record and Judicial Matters Check will be required of the successful candidate, as a condition of employment, at their own expense.

Hourly Rate/Salary:$43.19-$57.59 (annual salary $78,602- $104,806)
Hours of Work:35
Work Location:Civic Centre
Organization Unit:M&C/Councillor's Office - W3
Department/Division/Section:CMO/City Manager's Office,M&C/Mayor's Office,Councillor's Office
Non‑Union/Union: Non Union

We thank all who apply, however, only those candidates selected for an interview will be contacted. You can also check your application status in your candidate profile online.

All personal information is collected under the authority of the Municipal Act.

Equity, Diversity and Inclusion

The City of Mississauga is committed to creating a respectful and supportive workplace that fosters a culture of equity, diversity and inclusion which broadly reflects the communities and residents we serve. Throughout the employee life cycle, the City is working to include an EDI lens to attract, retain and support the growth of diverse talent.

Learn more about the City’s commitment to Equity, Diversity and Inclusion.

Accommodations

The City of Mississauga is an Equal Opportunity Employer and is committed to removing barriers in our selection process for people with visible and invisible disabilities. In accordance with the Accessibility for Ontarians with Disabilities Act, 2005 and the Ontario Human Rights Code, the City of Mississauga will provide accommodations throughout the recruitment, selection and/or assessment process to applicants with disabilities.

If selected to participate in the recruitment, selection and/or assessment process, please complete the following Accommodation Request Form and have it emailed to [e-mail] citing the Job ID and Job Title. This will inform Human Resources of the nature of any accommodation(s) that you may require in respect of any materials or processes used to ensure your equal participation.