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Added 3 mins ago
PM
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Norfolk County

Executive Coordinator (PFT) (NU 39.26)

ON, Canada
Simcoe, ON, Canada

Wage: $72,594 - $94,371 per annum · Full-time

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Job details

Pay: Wage: $72,594 - $94,371 per annum
Job type: Full-time
Apply by: Apr 28, 2027
Positions available: 1
Posting language: English
Posted: Oct 30, 2026

Original job description

Located in the heart of Southwestern Ontario, Norfolk County is where big vision meets unlimited potential.

As one of Ontario's largest single-tier municipalities and home to over 70,000 people, Norfolk is bold, diverse, and proudly local - a municipality that thrives on innovation, collaboration, and connection. Here, you'll find endless opportunities to grow your skills, expand your ideas, and shape your career.

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.

Big vision. Real opportunities. Unlimited potential. That's Norfolk.

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

Requirements

Knowledge 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

Benefits

Posting #: 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

The Corporation of Norfolk County is an equal opportunity employer. Accessibility accommodations are available for all parts of the recruitment process. Applicants need to make their needs known in advance.

The Corporation of Norfolk County does not use Artificial Intelligence for the purpose of screening, assessing, or the selection of candidates.

Successful applicants are required to provide the Employer with a current Criminal Record Check, including a Vulnerable Sector where required and verification of education.

Thank you for your interest in this position. Only those to be interviewed will be contacted.

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More about this job

Responsibilities

Provide senior-level administrative and governance support to the Chief Administrative Officer and Senior Leadership Team, including coordinating schedules, meetings, correspondence, records, and follow-up actions. Support budget administration, emergency preparedness, stakeholder relationships, corporate initiatives, and special projects while maintaining confidentiality and effective office operations.

Requirements

Requires at least five years of administrative experience, preferably in a municipal or political setting supporting senior management, elected officials, and the public, along with relevant post-secondary education; an AMCTO designation is preferred. Candidates should have strong organizational, communication, coordination, records-management, and budget skills, proficiency with Microsoft Office and Adobe Pro, and a valid Ontario driver's license with access to a reliable vehicle.

Skills

Executive Support
Calendar And Meeting Coordination
Written And Oral Communication
Time Management
Organization
Interpersonal Skills
Records Management
Confidentiality And Discretion
Budget Administration
Research And Analysis
Report Writing
Policy And Legislative Compliance
Microsoft Office
Adobe Pro
Emergency Preparedness

Visa sponsorship

Not detected in the job text

Keywords

Executive Coordination
Chief Administrative Officer
Senior Leadership Team
Municipal Government
Public Administration
Business Administration
AMCTO
Calendar Management
Meeting Coordination
Council Matters
Governance Support
Records Management
Information Management
Confidential Information
Budget Administration
Invoice Reconciliation
Procurement Cards
Financial Reporting
Emergency Preparedness
Emergency Warden
Stakeholder Relations
Corporate Initiatives
Special Projects
Onboarding And Offboarding
Microsoft Office
Adobe Pro
Occupational Health And Safety Act

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