Closing
March 24, 2026
Status
Full time, 1-year contract
Pay range
$79,240.78 to $96,282.76 annually
Training and development
Paid training opportunities
Work hours
This position offers a schedule of 35 hours per week, Monday to Friday, between 8:30 am to 4:30 pm.
Hybrid work opportunity
No
Work location
Administration Complex, 60 Snyder's Road West, Baden, ON
Vacancies
1
General purpose
Reporting directly to the Office of the Chief Administrative Officer (CAO), the Executive Assistant provides a wide range of administrative and executive level support to the CAO, and acts as the primary point of contact to the office of the CAO.
The Executive Assistant:
- Provides technical administrative, research and communication support within the Office of the CAO
- Serves as a liaison to the Corporate Leadership Team
- Organizes and coordinates executive outreach and external relations efforts
- Works in a confidential environment, which requires a high level of tact, integrity, and confidentiality
- Establishes, and manages internal and external relationships
- Performs a variety of administrative tasks while supporting the CAO, driving strategic priorities
- Responds to public inquiries
- Performs some design work using Canva
- Uses engagement and e-newsletter tools
- Communicates with other levels of government on behalf of the CAO
- Undertakes special projects, conducts research, and provides functional guidance to administrative support staff
- Performs other related duties as assigned
This position reports directly to the CAO and is responsible for the effective and efficient administration of day-to-day operations in the Office of the CAO. The incumbent must possess a broad knowledge of municipal government, and the ability to apply this knowledge to promote an effective and organized office. This position involves contact with municipal, provincial, and federal staff, elected officials, and the public. The position requires a person with confidential tact, political acumen, and exceptional work ethic. This position is responsible for providing executive level assistance to the Office of the CAO.
Responsibilities
- Assisting the CAO's Office with daily administrative duties and completing a broad variety of administrative tasks including, managing calendar(s), preparing for internal/external meetings (which includes events/presentations), arranging travel, preparing/editing correspondence(s), as they relate to the CAO’s Office.
Administration
- Handles work of a highly confidential nature, performs administrative, secretarial, and clerical support to the Office of the CAO
- Performs executive functions for the Office of the CAO; the work performed requires the ability to work independently, and exercise considerable tact, judgment, and initiative
- Provides executive level administrative, research, technical writing and project support to the CAO
- Prioritizes the Office of the CAO’s workload and prepare schedules/itineraries including processing all incoming invitations and schedule participation in special events with the respective organizations
- Services as a liaison to the Corporate Leadership Team (CLT)
- Prepares CLT agendas and minutes and manages the follow-up process for action items, correspondence, tracking, and documentation
- Sorts and screens incoming mail (physical and digital) to the Office of the CAO
- Wherever possible, respond to general inquiries to conserve the CAO’s time
- Conducts research and prepares accurate and detailed correspondence and reports or other documents coming from the Office of the CAO
- Interacts and maintains effective working relations with the public, members of Township Council, provincial and federal politicians, the media, CLT and Township employees on a daily basis by telephone, in person, or electronically
- The ability to recognize and respect the importance of confidentiality, and routinely exercise discretion, tact, and courtesy to those in contact with the CAO's office
- Reviews various Council and Committee agendas, minutes, correspondence, media releases and publications to maintain knowledge and information on current issues to highlight for the CAO
- Compiles information and prepares remarks/briefing notes required for the CAO’s use at speaking engagements, conferences, and presentations
- Prepares letters of support, contributes to a wide range of projects and initiatives, and plans and supports town halls, community engagements, and corporate events
- Assists the CAO with research, policy advice and suggestions for improvements to the organization
- Arranges all business travel, which includes hotel arrangements, registration for conferences, training and events, using the most practical and economical mode of travel
- Maintains accurate Records Management System for the CAO's Office.
- Use initiative and judgement during the absence of the CAO to see that matters requiring immediate attention are referred to the delegated authority and/or handled in a manner so as to minimize the effect of the CAO’s absence.
- Other duties as assigned by the CAO
Communication
- Responds professionally and promptly to public inquiries using approved messaging
- Uses Canva to create branded, professionally designed documents for the Township’s use
- Uses engagement platform and e-newsletter tools as required
- Provides liaison support with various levels of government on behalf of the CAO
Financial
- Responsible for expenditures for the Office of the CAO
Qualifications
- 2-year Community College Certificate in Administrative Business Management or equivalent
- At least five (5) years previous administrative experience, in a political/municipal setting, which has dealt with senior management, politicians and the public or equivalent
- AMCTO designation preferred
- Advanced organizational and time management skills, with the ability to multi-task and prioritize assignments
- Advanced written and verbal communication skills and the ability to communicate effectively with all levels both internal and external to the organization
- Resourceful, flexible and dependable
- Ability to multi-task in a fast-paced and changing environment
Ability to maintain a high level of confidentiality and integrity - Demonstrated ability to support corporate vision and to integrate corporate philosophies into daily routine
- A clean Criminal Record Check is required upon hire
- Skilled in Adobe, Keystone, Social Pinpoint, Canva, OneDrive, and MS Office Suite, with bonus value for candidates knowledgeable in Vision Suite, OHSA, and the Municipal Act
Working conditions
- Work is performed on-site in an office setting in full view of the public
- Work is subject to frequent interruptions and exposure to sensitive contacts requiring empathy and confidentiality, and subject to difficult contacts requiring composure and a calm demeanor
- Required to interact politely and effectively with internal and external stakeholders and to respond on behalf of the CAO to inquiries
Why Wilmot?
At the Township of Wilmot, we are proud to offer a rewarding workplace with benefits that go beyond the basics, including:
- Competitive wages
- Paid vacation
- Paid sick days
- Personal float days each year
- Flexible work arrangements, where possible
- Paid training and development opportunities to support ongoing growth
- Access to recreation facilities
How to apply
Qualified applicants are invited to apply online.
We thank all applicants; however, only those selected for an interview will be contacted.
In accordance with Municipal Freedom of Information and Protection of Privacy Act (MFIPPA), personal information is collected under the authority of the Municipal Act and will only be used for candidate selection. Upon request, accommodations will be provided throughout the recruitment, hiring and employment process in accordance with the Accessibility for Ontarians with Disabilities Act (AODA), and the Ontario Human Rights Code.