Executive Assistant, Council/Clerk Services (Extended Contract Full-Time)

Position Details

• Work Period: November 2026 to June 2028
• Job Type: Extended Contract Full-Time
• Hours of Work: Thirty-five (35) hours per week
• Salary Range: $63,081.20 to $76,658.40 ($34.66 to $42.12 per hour)
• Vacancy Status: One (1) upcoming vacancy
• Department: Legislative Services

The Opportunity

Reporting to the Director, Legislative Services/Clerk, the Administrative Assistant, Council/Clerk Services provides confidential and exceptional customer service and administrative leadership support to the Mayor, Council and Clerk, which includes: preparing documents and presentation material; screening incoming correspondence, enquiries and phone calls; coordinating public awareness campaigns, mail sorting and distribution; drafting letters and speaking notes; arranging and attending meetings, taking and distributing minutes, and following up on action items; maintaining office records; managing the budget for the Office of the Mayor; reviewing and coding standard expenditures for the Mayor and Council; coordinating travel arrangements; and, providing administrative support to Clerk Services and elected officials as required. The position has a direct working relationship with the Mayor on specific projects, tasks and assignments.

What You Will Do

• Maintain and update database and manual information filing systems as required; ensure compliance with record retention requirements and Municipal Freedom of Information and Protection of Privacy Act.
• Coordinate the preparation of meetings, conferences, and committees under the portfolio of Mayor and Council and attend such events when necessary; take, produce, and distribute minutes; draft letters and official remarks; screen incoming correspondence; book meeting rooms; order refreshments and clean-up of same; direct Mayor and Council enquiries to Department Heads, and prepare presentation information and assist in its delivery as requested.
• Manage and maintain schedules for the Mayor and when appropriate for Council; ensure all meetings, events and appointments are properly recorded and documented within their calendars; arrange, reschedule, cancel and confirm appointments and meetings. Assist Clerk with coordinating meetings and room bookings. Arrange travel requirements, accommodations, and scheduling for trips and out-of-town functions, as requested.
• Arrange travel requirements, accommodations, and scheduling for trips and out of town functions for Members of Council.
• Oversee the Mayor’s approved budget, which includes reviewing and coding standard expenditures for the Mayor’s authorization, estimating and recommending expenditures for the annual budget, and administering and monitoring the approved budget. Code Council’s expenditures as requested.

Skills and Experience

• Knowledge and understanding of Council protocol and municipal functions, current local/corporate/regional issues, and other government processes and functions, as well as that of other local agencies/boards that are closely involved with the Town (e.g., Chamber of Commerce, BIA, Boards of Education, etc.). Knowledge of provincial legislation and policies that affect municipalities.
• Excellent administrative, communication, interpersonal, organizational, time management, political acuity, and public relations skills, together with the ability to use tact and discretion and to deal courteously and effectively with the public and fellow staff members.
• Thorough working knowledge of Windows and Microsoft Office applications, database management, and office equipment.

Qualifications

• Post-Secondary education, including business and computer courses
• Completion of or enrolment in the Municipal Administration Program an asset.
• Two (2) years of related administrative experience, preferably in a municipal environment.
• Valid Class “G” Driver’s License and current Driver’s Abstract satisfactory to the Employer. Ability and willingness to travel within the community as required.
• Possess a current Criminal Record & Judicial Matters Check (Level 2) with results satisfactory to the employer, and a valid standard first aid & CPR/AED Level C certification (or willing to obtain).

What We Offer

• Comprehensive benefits and perks: We offer a diverse range of benefits that cover health, dental, and family assistance, as well as membership in the OMERS pension plan for a secure future.
• A place to excel: We don’t just support ambitions, we cultivate them. With paid training opportunities, we help shape the skills that are essential to your professional development.
• A collaborative and supportive team: We foster a dynamic culture that thrives on the spirit of collaboration. We encourage open communication, value diverse perspectives, and celebrate the strength that comes from teamwork.
• A fulfilling career: We understand that job success is rooted in personal well-being and balance. Our dynamic work environment allows you to excel professionally while also being part of the vibrant, adventurous community that is uniquely Collingwood.

Why Collingwood

Located north of Toronto and nestled along the shores of Georgian Bay, Collingwood is an inclusive community that offers a healthy and active lifestyle in a beautiful waterfront setting, anchored by a responsible government, strong business and nonprofit networks, and an animated downtown. It offers the ideal blend of small-town charm and modern amenities, including a vibrant downtown that boasts world-class shops, restaurants, and cafes.

Collingwood’s ongoing commercial and residential growth makes it the ideal place to flourish personally and professionally.