Executive Assistant to Chief Administrative Officer

York Region (The Regional Municipality of York); Newmarket; Hybrid; CAD 96,000 - 110,000; Full time

Job summary

An established industry player is seeking an Executive Assistant to support the Chief Administrative Officer. This role involves providing strategic and administrative assistance, managing sensitive communications, and enhancing operational efficiency. The ideal candidate will have a strong background in project management and excellent interpersonal skills. Join a progressive workplace that prioritizes psychological health and safety, and be part of a team that values diversity and inclusion. This is a unique opportunity to make a significant impact in a dynamic environment while enjoying a comprehensive benefits package.

Benefits

Defined Benefit Pension Program

Comprehensive Employer-Paid Benefits Plan

Employee and Family Assistance Program

Corporate Discounts and Purchase Plans

Inclusive and Diverse Workforce Initiatives

Qualifications

• 5+ years in a senior administrative role with strategic support experience.
• Strong understanding of executive office functions and political framework.

Responsibilities

• Provide strategic and administrative support to the Chief Administrative Officer.
• Manage confidential correspondence and prepare materials for meetings.

Skills

Strategic Planning

Project Management

Communication

Interpersonal Skills

Research and Analysis

Problem Solving

Education

Community College Diploma in Business Administration

University Degree in Business Administration

Tools

MS Office Suite

Project Management Tools

Job description

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Job Title

Executive Assistant

Status

Regular Full-Time

Temporary - Approximate length of assignment, in months

Type of Position

a Replacement

Start Date

Immediate

Annually

Salary Grade

$96,924.00 - $109,829.00

Department

York Region -> Office of the CAO -> Executive Office

Location

CAO - 17250 Yonge Street - Newmarket, ON L3Y 6Z1 CA (Primary)
Hybrid work opportunities may apply - CA

Job Description (E)

ABOUT US

Almost 1.2 million residents call York Region home, making it one of the largest regions in Canada – and the fastest growing with a population that’s expected to grow to more than 2 million by 2041. Our geography, which is comprised of about 1,800 square kilometers over nine different municipalities, is as beautiful, interesting and diverse as our people.Local government is organized in a two-tier structure and we work together with our local municipalities to provide residents and businesses access to a broad selection of services and resources.

WHAT WE OFFER

Consistently named one of Canada’s Best Employers by Forbes, we offer a collaborative, progressive workplace that takes pride in our organizational culture and is committed to living The 13+ Factors of Psychological Health and Safety in the Workplace – aligned with our vision to create strong, caring and safe communities both within and outside our walls.

• Defined Benefit Pension Program - With the Ontario Municipality Employees Retirement System (OMERS) defined benefit pension plan, you can confidently retire knowing that you will have income for life. Eligibility from date of hire as a full-time employee and includes employer-matched contributions.
• Employer of Choice - Recognized as the highest-ranking government employer in Canada and fourth overall among 300 organizations.
• Benefits and Wellness - Employees and their loved ones have access to a comprehensive employer-paid benefits plan that includes extended health, dental and life insurance, access to a 24/7 Employee and Family Assistance Programand corporate discounts and purchase plans for day-to-day products and services.
• Inclusive and Diverse Workforce - We’re committed to fostering an environment that celebrates all dimensions of diversity and ensures everyone can develop to their full potential, participate freely in society and live with respect, dignity and freedom from discrimination. Our robust Inclusion, Diversity, Equity and Accessibility program continues to grow, and has been recognized by the United Nations and many other organizations for our leadership.

ABOUT THE ROLE

Reporting to the Chief Administrative Officer (CAO), the Executive Assistant is responsible for providing strategic and administrative support to the CAO, including handling sensitive political and human resources issues; coordinating administrative and support functions for the Executive Offices; conducts research, prepares agendas, reviews and organizes materials for senior level meetings and briefings; responds to and redirects /communications; and completes special projects. This role acts as a strategic partner to the CAO, proactively identifying opportunities to enhance efficiency, leveraging technology, and aligning with York Region’s broader objectives, such as sustainability, equity and digital transformation.

WHAT YOU'LL BE DOING

• Strategic and Operational Support: Proactively identifies opportunities to streamline workflows, anticipates challenges, and provides strategic recommendations to support the CAO’s priorities. Analyzes complex issues impacting daily operations and long-term goals, offering actionable insights and problem-solving strategies.
• Research, Analysis & Project Support: Conducts research and gathers background materials for meetings, correspondence, and reports. Supports special projects and cross-functional initiatives using project management tools and data analytics platforms to monitor performance metrics and outcomes.
• Executive Communications & Confidential Administration: Drafts and manages confidential correspondence on behalf of the CAO. Prepares, proofreads, and edits communication materials including presentations, emails, Council reports, and meeting minutes. Ensures secure handling and lifecycle management of sensitive documents.
• Meeting Coordination & Follow-up: Prepares agendas, collects and organizes meeting materials, attends meetings to take minutes, and ensures follow-up on action items. Coordinates with internal and external stakeholders to keep the CAO informed and engaged in key matters.
• Office and Schedule Management: Strategically manages the CAO’s schedule to prioritize high-impact activities and stakeholder engagement. Oversees office operations, renovations, and ensures continuous administrative support for Executive Offices.
• Financial, Compliance & HR Administration: Reviews tenders, contracts, and other documents for CAO’s signature, ensuring compliance with financial policies. Supports authorization of leave, training, conferences, and expenses for CAO’s direct reports. Collaborates with Internal Audit to analyze financial data and ensure policy adherence.
• Stakeholder and Relationship Management: Liaises between the CAO, Regional Chair, senior leadership, elected officials, and the public to communicate expectations and foster constructive relationships. Coordinates with Regional staff to ensure the CAO is properly briefed.
• Leadership & Process Improvement: Chairs the Regional SMT Administrative Assistants Committee, leading efforts to standardize and enhance administrative practices. Advises the CAO on continuous improvement and best practices across the organization.
• General Administrative Support: Provides guidance to the Executive Offices’ Administrative Assistant, assists with scheduling, and performs additional duties as needed to support divisional and departmental objectives.

WHAT WE'RE LOOKING FOR

• Successful completion of a Community College Diploma Program or University with a focus in Business Administration or approved equivalent combination of education and experience.
• Minimum five (5) years demonstrated experience in a progressively responsible senior administrative role.
• Knowledge of general office procedures, including financial, budget, records and information management filing system and its integration in an executive office environment.
• Knowledge of and demonstrated ability in corporate core competencies including customer service, communication, teamwork, initiative/self-management, accountability and flexibility/adaptability.
• Demonstrated political acumen in completion of activities.
• Clear understanding of executive office functions, political framework and Department structure for the Region, and its constituents, affiliated municipalities, provincial ministries and relevant agencies.
• Computer literacy and proficiency utilizing MS Office software applications including collaboration tools.
• Excellent interpersonal, organizational, time management and leadership skills. Liases, fosters and maintains positive relationships with internal and external stakeholders.
• Skills and ability to accurately record committee minutes and general proceedings.
• Demonstrated ability to research and investigate issues, make sound decisions to resolve problems and/or escalate, as necessary.
• Ability to deal with sensitive or confidential matters with tact, discretion and diplomacy.
• Ability to complete a high volume of work with accuracy and within prescribed deadlines in a fast pace, high-pressure environment.
• Ability to work outside normal business hours, as required.

Scheduled Weekly Hours

Scheduled Shifts

Operational Hours

Close Date

May 12, 2025

# of Hires Needed

1

Union

Non Union Staff

.

Please apply online by 5:00PM EST of the closing date indicated above. As an alternative, you can apply via e-mail to [e-mail] .

All employment opportunities are recorded on a 24-Hour Career Line and may be accessed by calling 1-877-464-9675 ext. 75508. We thank all candidates for their interest; however, only those selected for an interview will be contacted. Please be advised, York Region uses email as the primary means of communication with candidates and does not use AI technology in any part of the recruitment process. Please ensure your email address is up to date, checked frequently (including your spam folder), and accepts messages from unknown users.

York Region is an equal opportunity employer committed to an inclusive, barrier-free recruitment and selection process. We respect, encourage and celebrate our diversity, aiming to build a qualified workforce that reflects the population we serve. Should you require an accommodation under the Human Rights Code during the recruitment and selection process, including accessible formats and communication supports, please email [e-mail] or call 1-877-464-9675 extension 75506. Accommodations for applicants with disabilities are available upon request during recruitment processes and throughout employment.

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