Executive Assistant, Office of the CAO

City of Burlington; Burlington; Hybrid; CAD 75,000 - 95,000; Full time

Job summary

A local government organization is seeking an Executive Assistant for the CAO. The role involves coordinating meetings, managing documentation, and providing administrative support at a high level. Candidates should have an undergraduate degree in Communications or a related field, alongside 2 to 4 years of executive support experience. This position offers a hybrid work model, fostering an innovative work environment.

Benefits

Flexible working hours

Pension and benefits package

Continuous learning opportunities

Qualifications

• 2 to 4 years of experience providing executive level support at director or C-suite level.
• Ability to manage multiple projects simultaneously.
• Experience in creating presentations and managing internal communication.

Responsibilities

• Coordinate all meeting requests for the CAO.
• Provide relevant information for meetings and events.
• Create presentations and maintain databases for CAO.

Skills

Analytical skills

Organizational skills

Diplomacy

Proficient in digital business tools

Education

Undergraduate degree/diploma in Communications or related field

Tools

Workday

Financial reporting software

Job description

Overview

Position Type: Regular Full Time (RFT)

Closing Date: October 3, 2025

Salary/Wage Range: $75,862.00 - $94,827.00

Hours of Work: 35 hours per week

Department: Office of Chief Administrative Officer

Working for the City of Burlington

A great career is closer than you think. Come work for the City of Burlington, where you'll be joining an innovative and progressive workplace focused on building a 21st century city that respects the diversity of our residents, visitors and employees; and prioritizes continuous opportunities for you to learn and grow.

We don't just spend time attracting the best talent. We spend time and resources to keep the best talent. This may include: flexible working hours, and hybrid working arrangements, a great pension and benefits package, as well as programs to foster innovation and leadership.

Location

This position is eligible for a hybrid work model. When attending an event or meeting in person, your primary office location will be based out of City Hall. Work location is subject to change at the discretion of the City due to operational demands. Effective January 2026 this role will be required to be on site 50% of the time each month.

Position Overview: The Executive Assistant for the CAO strives to maintain the overall efficiency and effectiveness of the CAO’s office while ensuring the highest regard for confidentiality and diplomacy.

Responsibilities

As the Executive Assistant, Office of the CAO you will:

• Effectively coordinate all meeting requests for the CAO.
• Provide the CAO with relevant information to effectively prepare for meetings and events.
• Schedule appropriate meeting locations, arrange travel and organize details including such things as: tech requirements, food, speakers, preparation and distribution of background materials, etc.
• Create presentations as required.
• Act as liaison between CAO and senior leadership team to facilitate the flow of information and internal communication.
• Create regular reports and maintain databases internal to the office of the CAO.
• Manage the agendas and document outcomes of all Senior Leadership meetings and other meetings as assigned. This position attends all meetings.
• Provide administrative support to the CAO by flagging urgent issues and responding to all inquiries and requests, finalizing reports for Committee and Council.
• Provide exceptional customer service to both internal and external customers.
• Support the CAO in developing and maintaining the annual budget for the office of the CAO.
• Perform financial and administrative duties such as tracking expenditures, processing invoices & cheque requisitions, journal entries and time/attendance tracking.
• Provide guidance, support and assistance to the departmental Administrative Assistants across the organization and oversee the Administrative Assistants Committee that meets monthly.
• Organize and assist with implementing company-wide social events.
• Perform other duties as assigned.

Qualifications

Requirements: The successful candidate will have an undergraduate degree/diploma preferably in Communications, or a strongly related field.

The role requires 2 to 4 years of experience providing executive level support at the director or C-suite level, paired with exceptional analytical, organizational, and diplomacy skills. The successful candidate will be proficient in digital business tools and possess the ability to manage multiple projects simultaneously. An innovative thinker and resourceful problem solver will thrive in this role. Experience using Workday or financial reporting software is considered an asset.

This position may require occasional travel between sites and/or City facilities.

Accommodations

In accordance with the Accessibility for Ontarians with Disabilities Act, the City of Burlington accommodates the individual needs of applicants with disabilities within the recruitment process. Please call us at 905-335-7602 or email us at: [e-mail] if you require accommodation to ensure your equal participation in the recruitment and selection process.

Note to Applicants

We thank all those who apply for positions, but only those applicants who are invited for an interview will be contacted.