Executive Assistant, Council/Clerk Services (Extended Contract Full-Time)

Town of Collingwood; Collingwood; Hybrid; CAD 63,000 - 77,000; Full time

Benefits offered by this job

Health benefits

Dental benefits

OMERS pension

Paid training

Collaborative team culture

Job summary

Town of Collingwood is seeking an Executive Assistant to support Council/Clerk Services with confidential administrative leadership for the Mayor, Council and Clerk. You will prepare documents, screen inquiries, coordinate campaigns and meetings, draft minutes, and manage records.

The role collaborates closely on travel, events, and budget processes. The position reports to the Director, Legislative Services/Clerk, and offers a full-time extended contract with a competitive salary and

Qualifications

• Post-secondary education related to business or administration.
• Municipal Administration Program is an asset.
• Two years of related administrative experience preferred in municipal settings.

Responsibilities

• Prepare documents and presentation material for Mayor and Council.
• Screen inquiries, coordinate meetings, take and distribute minutes.
• Manage office records and Mayor/Council budget expenditures.
• Coordinate travel arrangements and event logistics for Council.
• Provide confidential support to Clerk Services and elected officials.

Skills

Council protocol

Administrative skills

Communication

Organization

Time management

Political acumen

Public relations

Microsoft Office

Windows

Education

Post-Secondary education

Municipal Administration Program (asset)

Tools

Windows OS

Microsoft Office

Database management

Job description

Executive Assistant, Council/Clerk Services (Extended Contract Full-Time)

Job Id #

2026-32

Date posted

September 18, 2026

October 5, 2026 - 4:00pm

Work Period: November 2026 to June 2028

Job Type: Extended Contract Full-Time

Hours of Work: Thirty-five (35) hours per week

Salary Range: $63,081.20 to $76,658.40 ($34.66 to $42.12 per hour).

A career at the Town of Collingwood is more than a job; it's a pathway to thrive. Here, you'll be partofaleading-edgeteam working together to provide excellent services, progressive and accountable decision-making, collaboration and advocacy based on our values of leadership, integrity, respect, excellence, and financial stewardship.

Ifthisresonateswithyouandyou'repassionateaboutcreatingmeaningfulcommunityimpact, then read on!

TheOpportunity

Reporting to the Director, Legislative Services/Clerk, the Administrative Assistant, Council/Clerk Services provides confidential and exceptional customer service and administrative leadership support to the Mayor, Council and Clerk, which includes: preparing documents and presentation material; screening incoming correspondence, enquiries and phone calls; coordinating public awareness campaigns, mail sorting and distribution; drafting letters and speaking notes; arranging and attending meetings, taking and distributing minutes, and following up on action items; maintaining office records; managing the budget for the Office of the Mayor; reviewing and coding standard expenditures for the Mayor and Council; coordinating travel arrangements; and, providing administrative support to Clerk Services and elected officials as required. The position has a direct working relationship with the Mayor on specific projects, tasks and assignments.

WhatYouWillDo

• Maintain and update database and manual information filing systems as required; ensure compliance with record retention requirements and Municipal Freedom of Information and Protection of Privacy Act.
• Coordinate the preparation of meetings, conferences, and committees under the portfolio of Mayor and Council and attend such events when necessary; take, produce, and distribute minutes; draft letters and official remarks; screen incoming correspondence; book meeting rooms; order refreshments and clean-up of same; direct Mayor and Council enquiries to Department Heads, and prepare presentation information and assist in its delivery as requested.
• Manage and maintain schedules for the Mayor and when appropriate for Council; ensure all meetings, events and appointments are properly recorded and documented within their calendars; arrange, reschedule, cancel and confirm appointments and meetings.Assist Clerk with coordinating meetings and room bookings. Arrange travel requirements, accommodations, and scheduling for trips and out-of-town functions, as requested.
• Arrange travel requirements, accommodations, and scheduling for trips and out of town functions for Members of Council.
• Oversee the Mayor’s approved budget, which includes reviewing and coding standard expenditures for the Mayor’s authorization, estimating and recommending expenditures for the annual budget, and administering and monitoring the approved budget. Code Council’s expenditures as requested.

SkillsandExperience

• Knowledge and understanding ofCouncil protocol and municipal functions, current local/corporate/regional issues, and other government processes and functions, as well as that of other local agencies/boards that are closely involved with the Town (e.g., Chamber of Commerce, BIA, Boards of Education, etc.). Knowledge of provincial legislation and policies that affect municipalities.
• Excellent administrative, communication, interpersonal, organizational, time management, political acuity, and public relations skills, together with the ability to use tact and discretion and to deal courteously and effectively with the public and fellow staff members.
• Thorough working knowledge of Windows and Microsoft Office applications, database management, and office equipment.

Qualifications

• Post-Secondary education, including business and computer courses
• Completion of or enrolment in the Municipal Administration Program an asset.
• Two (2) years of related administrative experience, preferably in a municipal environment.
• Valid Class “G” Driver’s License and current Driver’s Abstract satisfactory to the Employer. Ability and willingness to travel within the community as required.
• Possess a current Criminal Record & Judicial Matters Check (Level 2) with results satisfactory to the employer, and a valid standard first aid & CPR/AED Level C certification (or willing to obtain).

WhatWeOffer

• Comprehensivebenefitsandperks:Weofferadiverserangeofbenefitsthatcover health, dental, and family assistance, as well as membership in the OMERS pension plan for a secure future.
• Aplacetoexcel:Wedon’tjustsupportambitions,wecultivatethem.Withpaidtraining opportunities, we help shape the skills that are essential to your professional development.
• Acollaborativeandsupportiveteam:Wefosteradynamicculturethatthrivesonthe spiritofcollaboration.Weencourageopencommunication,valuediverseperspectives, and celebrate the strength that comes from teamwork.
• Afulfillingcareer:Weunderstandthatjobsuccessisrootedinpersonalwell-beingand balance. Our dynamic work environment allows you to excel professionally while also being part of the vibrant, adventurous community that is uniquely Collingwood.

WhyCollingwood

Located north of Toronto and nestled along the shores of Georgian Bay, Collingwood is aninclusive community that offers a healthy and active lifestyle in a beautiful waterfront setting, anchored by a responsible government, strong business and nonprofit networks, and an animated downtown. It offers the ideal blend of small-town charm and modern amenities, including a vibrant downtown that boasts world-class shops, restaurants, and cafes.

Collingwood’songoingcommercialandresidentialgrowthmakesittheidealplacetoflourish personally and professionally.

If building a stronger, more connected community inspires you, we want to hear from you! Please submit your cover letter and resume in Word or PDF format to [e-mail] , withthesubjectline, “Executive Assistant, Council/Clerk Services (Extended Contract Full-Time), Job Posting 2026-32”toensureitisreviewedpromptly.

Wethankallapplicantsforshowinginterestinjoiningourteam.Pleasenoteonlycandidates selected for an interview will be contacted directly. We look forward to your application!