Executive Coordinator supporting Sutherland Group leadership across transportation, construction, and industrial services. Managing schedules, documentation, projects, bids, compliance, and cross - functional coordination.
About the role
- Executive Coordinator supporting Norfolk County’s CAO and senior leadership operations. Coordinating governance, budgets, records, emergency preparedness, and corporate initiatives.
Responsibilities
- Provide comprehensive executive support to the Chief Administrative Officer and Senior Leadership Team.
- Coordinate 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 during absences.
- Monitor and manage follow-up actions from meetings, correspondence, and assigned initiatives.
- Handle sensitive organizational, personnel, legal, and political matters confidentially.
- Coordinate records and information management in accordance with legislative requirements, retention schedules, and corporate policies.
- Maintain electronic and physical records systems, including storage, retrieval, security, and disposition of confidential information.
- Provide administrative and governance support to senior leadership and coordinate Senior Leadership Team meetings.
- Maintain action items and referred matters and coordinate with Clerks staff regarding Council matters.
- Coordinate annual estimated budget development and assist with divisional budget monitoring.
- Process and reconcile invoices, procurement card expenditures, and memberships.
- Coordinate with Finance regarding budget allocations and financial reporting.
- Serve as Chief Emergency Warden for designated County facilities and support emergency preparedness, training, evacuation planning, and compliance activities.
- 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 associations.
- Coordinate corporate events, leadership meetings, organizational initiatives, and special projects.
- Support onboarding, offboarding, organizational chart maintenance, administrative process improvements, and corporate systems initiatives.
- Participate in project teams, committees, and working groups.
- Coordinate Administrative Leadership Team meetings, including agendas, logistics, support materials, records of discussion, decisions, action items, and follow-up.
- Provide backup in the absence of the Mayor’s Division Coordinator.
- Perform other duties as assigned.
Requirements
- 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.
- 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 for 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.
- Successful applicants are required to provide a current Criminal Record Check, including a Vulnerable Sector check where required, and verification of education.
Benefits
- Permanent full-time employment
- 35 hours per week
- Primarily in-office, with potential flexible work arrangements based on operational requirements of the role
- Accessibility accommodations available for all parts of the recruitment process
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