Executive Coordinator - CAO & Mayor's Office

RiseMe; Thornbury; On-site; CAD 69,000 - 81,000; Full time

Benefits offered by this job

Perks & Discounts

Wellness Programs

Health & Dental Benefits

OMERS

Work / Life Flexibility

Professional Development & EducationOp

Job summary

The Town of The Blue Mountains is seeking an Executive Coordinator to provide high‑level executive coordination and strategic administrative support for the CAO and Mayor. This role serves as the central point for executive operations and supports corporate project oversight to enhance leadership focus on priorities and outcomes.

You will lead SMT coordination, governance processes, cross‑department communication, and contribute to organizational culture and corporate initiatives with

Qualifications

• Post-secondary diploma or degree in Public Administration or related field.
• Minimum 5 years of progressive executive-level admin/coordination experience.
• Experience supporting senior leadership or elected officials is an asset.
• Strong knowledge of municipal governance and MFIPPA compliance.
• Excellent written and verbal communication skills.
• Advanced Microsoft 365 and document management proficiency.

Responsibilities

• Coordinate day-to-day operations of the CAO’s Office to align with priorities.
• Manage the CAO and Mayor’s calendar and commitments.
• Prepare confidential communications and correspondence.
• Support governance by coordinating reports and briefing notes.
• Maintain dashboards for leadership commitments and cross-department initiatives.
• Facilitate SMT meetings and track action items.
• Draft executive communications and liaison with staff and officials.
• Support corporate initiatives and employee engagement activities.

Skills

Executive coordination

Discretion & confidentiality

Communication skills

Governance understanding

Education

Post-secondary diploma or degree in Public Administration or related

Tools

Microsoft 365

Document management systems

Electronic agenda platforms

Workflow tools

MFIPPA knowledge

Job description

Located within the traditional land of the Anishnaabek, Haudenosaunee and Wendat-Wyandot-Wyandotte peoples, the Town of The Blue Mountains is a four-season community with stunning natural features, including the Niagara Escarpment, Beaver Valley and the Georgian Bay shoreline. Internationally recognized as a four-season tourism destination, The Blue Mountains offers a high-quality lifestyle that caters to families looking to build a solid foundation, adventurers looking to go off the beaten path and relaxation seekers taking in and experiencing the very best the area has to offer.

The Town is looking for people with a shared commitment to building a sustainable community, as well as shared values of integrity, inclusivity, excellence, accountability, and stewardship for the well‑being of our residents.

Come gain a unique experience in the 2nd fastest growing municipality in Canada!

Position summary:

Reporting to the Chief Administrative Officer (CAO), the Executive Coordinator provides high‑level executive coordination and strategic administrative support for both the CAO and Mayor. Serving as the central coordination point for executive operations and in providing support for corporate project oversight, this role enhances the CAO’s ability to focus on strategic leadership, corporate priorities, and community outcomes.

The Executive Coordinator leads the coordination of Senior Management Team (SMT) activities, supports governance and Council processes, facilitates cross‑department communication, and contributes to organizational culture, employee engagement, and corporate initiatives. The role requires exceptional professionalism, discretion, strategic awareness, and the ability to manage sensitive information while supporting seamless corporate operations.

Key Duties and Responsibilities

1. Executive Office Coordination

• Coordinate the day‑to‑day operations of the CAO’s Office to ensure effective workflow and alignment with corporate priorities.
• Manage the CAO and Mayor’s calendar, schedule, commitments, and competing priorities.
• Anticipate information needs and ensure the CAO is fully prepared for meetings, events, and decision‑making.
• Draft, edit, and manage confidential communications and correspondence on behalf of the CAO and Mayor.
• Maintain CAO Office records and documentation in accordance with corporate records management policies administered by the Clerk’s Office.
• Ensure confidentiality and proper handling of sensitive or proprietary information.
• Support compliance with access and privacy legislation, including the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA).

2. Council and Governance Support

• Collaborate with the Clerk’s Office to support the CAO and Mayor’s involvement in Council and Committee processes.
• Coordinate the preparation, review, and submission of reports, briefing notes, and presentations from the CAO’s Office and the Administration Department.
• Ensure CAO office workflows align with legislative requirements, governance protocols, and Council‑Staff Relations policies.
• Promote transparency and adherence to proper information‑sharing practices between staff and elected officials.

3. Strategic Initiative and Project Coordination

• Track and monitor progress on corporate strategic initiatives and priority projects led or overseen by the CAO.
• Maintain dashboards and tracking systems for leadership commitments, action items, and cross‑department initiatives.
• Coordinate interdepartmental meetings and corporate projects initiated through the CAO’s Office.
• Conduct research and prepare background materials to support executive planning and decision‑making.

4. Meeting Support, Organizational Leadership & Corporate Initiatives

• Support CAO and Mayor‑led committees and corporate working groups, including agenda development, minute‑taking, and action tracking.
• Coordinate Senior Management Team (SMT) meetings and ensure timely follow‑up on action items.
• Support the CAO in advancing organizational culture, employee engagement, and corporate‑wide initiatives.
• Act as a coordination point between the CAO’s Office, Human Resources, and the Senior Management Team on employee engagement‑related activities.
• Assist with planning and coordinating corporate initiatives such as employee recognition events, leadership initiatives, town halls, and internal engagement activities.
• Prepare staff‑facing communications, briefing notes, and intranet updates related to corporate initiatives and leadership activities.
• Reinforce consistent corporate messaging and support effective internal communication practices across departments.
• Provide administrative support for emergency management exercises and activities in line with the Town’s Emergency Response Plan.

5. Communications & Stakeholder Coordination

• Draft, edit, and coordinate executive correspondence, communications, and briefing materials for the CAO and Mayor.
• Act as a liaison between the CAO’s Office, Council members, municipal departments, community organizations, government agencies, and external partners.
• Support coordination of stakeholder meetings and external engagement activities.
• Ensure communications from the CAO’s Office reflect corporate values, priorities, and strategic objectives.

6. Corporate Responsibilities

• Demonstrate and promote a high standard of customer service in interactions with staff, Council, partners, and the public.
• Support a respectful, professional, inclusive, and equitable workplace.
• Adhere to corporate policies related to workplace conduct, privacy, records management, and harassment prevention.
• Comply with all requirements of the Occupational Health and Safety Act and work in a manner that promotes a safe and healthy workplace.
• Perform other duties as assigned in alignment with organizational priorities and operational needs.

What you will need:

• Post‑secondary diploma or degree in Public Administration, Business Administration, Political Science, Office Administration, or a related discipline.
• Minimum of five (5) years of progressive experience providing executive‑level administrative or coordination support, ideally in a municipal or public‑sector environment.
• Experience supporting senior leadership or elected officials is considered an asset.
• AMCTO professional accreditations are considered an asset.
• Strong understanding of municipal governance, Council‑staff relationships, and the legislative framework governing municipal operations.
• Demonstrated ability to exercise discretion, professionalism, confidentiality, and sound judgment with sensitive matters.
• Proven ability to manage multiple priorities, coordinate complex schedules, and support strategic, cross‑department initiatives.
• Exceptional written and verbal communication skills, including preparing executive‑level documents and presentations.
• Advanced proficiency in Microsoft 365 and experience with digital document management systems, electronic agenda platforms, and workflow tools.
• Knowledge of privacy legislation and corporate records management standards, including MFIPPA.
• Demonstrated commitment to customer service excellence, equity, diversity, inclusion and fostering a positive municipal workplace culture.

What we offer:

This is a full‑time, permanent opportunity at the Town. The annual salary range for this role is $69,494.93- $81,295.60(2026 Rate). The Town offers the following to our employees:

• Perks & Discounts
• Wellness Programs
• Health & Dental Benefits * full‑time & 12 month + contracts only
• OMERS
• Work / Life Flexibility
• Professional Development & Education Opportunities

The submission deadline for applications is 4:30 p.m. on October 16, 2026.

In accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act (AODA) please advise the Human Resources Department to ensure your accessibility needs are accommodated throughout this process. Personal information provided by the applicants is collected under the authority of the Municipal Act, 2001 and will be used for the purpose of candidate selection.

We thank all candidates for their interest; however, only those selected for an interview will be contacted.