As the Executive Coordinator, you'll provide senior-level support to the Chief Administrative Officer and Senior Leadership Team, coordinating key administrative and organizational activities. Your work will help keep corporate operations running smoothly, support strategic initiatives, and ensure effective decision-making across Norfolk County.
Duties and Responsibilities:- Executive and Administrative Support
- Provide comprehensive executive support to the CAO and members of Senior Leadership.
- Coordinate and manage complex calendars, schedules, appointments, meetings and events involving Council, senior leadership, stakeholders, and community partners.
- Prepare, proofread, format and distribute correspondence, reports, presentations, briefing materials, agendas, and related documentation.
- Receive, prioritize, and coordinate responses to inquiries, correspondence, and requests directed to the Office of the CAO.
- Maintain continuity of administrative operations within the Office of the CAO during periods of absence.
- Monitor and manage follow-up actions arising from meetings, correspondence, and assigned initiatives.
- Maintain strict confidentiality in the handling of sensitive organizational, personnel, legal, and political matters.
- Records and Information Management
- Coordinate records and information management activities for the Office of the CAO in accordance with legislative requirements, records retention schedules, and corporate policies.
- Maintain accurate and organized electronic and physical records systems.
- Ensure appropriate storage, retrieval, security and disposition of records and confidential information.
- Support records management initiatives and continuous improvement of information management practices.
- Senior Leadership Support
- Provide administrative and governance support to Senior Leadership Team and corporate leadership activities.
- Coordinate Senior Leadership Team meetings.
- Maintain action items and referred matters.
- Coordinate with Clerks staff regarding Council matters.
- Monitor follow up actions arising from senior leadership direction.
- Financial and Budget Administration
- Coordinate the development of the annual estimated budget with the Chief Administrative Officer.
- Assist in preparation and monitoring of divisional budgets.
- Process and reconcile invoices, procurement card expenditures, and memberships.
- Coordinate with Finance regarding budget allocations and financial reporting.
- Emergency Preparedness and Facility Coordination
- Serve as Chief Emergency Warden for designated County facilities.
- Support emergency preparedness activities, training, evacuation planning, and related compliance requirements.
- Participate in emergency management activities as assigned.
- Stakeholder and Relationship Management
- Serve as point of contact for internal and external stakeholders on behalf of the Office of the CAO.
- Coordinate memberships, subscriptions, registrations, and participation in municipal, professional, and governmental associations.
- Maintain productive working relationships with elected officials, staff, professional organizations, and community partners.
- Corporate Initiatives and Special Projects
- Coordinate corporate events, leadership meetings, organizational initiatives, and special projects assigned by the CAO.
- Support onboarding, offboarding, organizational chart maintenance, and administrative process improvements within the Office of the CAO.
- Assist in the implementation and administration of corporate systems, initiatives, and continuous improvement activities.
- Participate in project teams, committees, and working groups as assigned.
- Administrative Leadership Team Involvement
- Coordinate and provide support for Administrative Leadership Team meetings, including development and maintenance of meeting agendas; coordination of meeting logistics and support materials; preparation and distribution of records of discussion, decisions, and action items; and monitoring and follow up of assigned actions and outstanding matters.
- Provide backup in the absence of the Mayor's Division Coordinator.
- Other duties as assigned.
RequirementsKnowledge and Experience:- At least five (5) years of previous administrative experience, preferably in a political/municipal setting, which has dealt with senior management, politicians and the public or equivalent.
- Post-secondary education relative to the function such as Business Administration, Public Administration or a related discipline.
- AMCTO designation preferred.
Skills and Abilities:- Proven time management, organizational and interpersonal skills.
- Excellent clear communication skills (oral and written).
- Working knowledge of office administration practices.
- Research, analysis, and report-writing skills.
- Ability to work independently; to meet deadlines in spite of constantly shifting priorities, interruptions and diplomacy.
- Facilitation and coordination skills for cross-departmental initiatives.
- Thorough knowledge of various software systems and office equipment.
- Ability to interpret and apply corporate policies, procedures, and legislative requirements.
- General knowledge of Corporate filing system/data base/record management principles.
- Ability to exercise judgement and discretion when managing confidential information.
- High degree of integrity due to exposure to confidential and sensitive information.
- Thorough knowledge of budget processes and accounting principles.
- Valid Ontario driver's license and access to a reliable vehicle.
- Computer expertise in corporate standard software (Microsoft Office and Adobe Pro) and department specific software to data search and entry and to create and modify word processed documents.
- Must be aware of safe work practices as they relate to job responsibilities and work environment and have the basic understanding of the Occupational Health and Safety Act.
BenefitsPosting #: NU 39.26
Position: Executive Coordinator
Position Code: 2CMSAC
Status: Permanent Full Time
Number of Vacancies: 1
Employee Group: Non-Union
Wage: $72,594 - $94,371 per annum
Hours Worked per Week: 35
Division: Office of the Chief Administrative Officer
Department: N/A
Reports to: Chief Administrative Officer
Location: Simcoe, ON (primarily in-office, with potential flexible work arrangements based on operational requirements of the role)
Posting Period: October 30, 2026 - November 16, 2026
How to Apply:
- Ensure the file extension for your resume document is .doc, .docx or .pdf
- If you are electing to include a cover letter, the cover letter and resume must be uploaded as 1 file.
- Find out more information about Norfolk County here: Employment at Norfolk County - NorfolkCounty.ca
