Executive Assistant to the CAO

The Town of Ponoka is currently recruiting a highly organized, professional and service-oriented individual with proven experience and dedication to succeed in the position of Executive Assistant to the Chief Administrative Officer (CAO). This is a full-time, permanent, Out-of-Scope position.

Position Summary

Reporting directly to the Chief Administrative Officer (CAO), the Executive Assistant provides high-level executive and administrative support, and acts as the primary point of contact to the offices of the CAO, Mayor and/or Councillors. The position is responsible for coordinating the day-to-day administrative functions of the CAO’s Office, supporting Council and corporate activities, coordinating meetings and information, preparing correspondence and materials, and managing confidential and sensitive information.

The Executive Assistant works closely with the Mayor and Council, providing administrative coordination and support as directed by the CAO, while maintaining a clear reporting relationship and accountability to the CAO. The position serves as an important liaison between the CAO, Mayor and Council, Senior Leadership Team, Town employees, residents and external stakeholders.

The Executive Assistant must possess a strong understanding of municipal government and the ability to apply this knowledge to support an effective, organized and efficient Office of the CAO. The position involves regular interaction with elected officials, municipal, provincial and federal government representatives, Town employees and the public. The role requires a high degree of professionalism, political acumen, tact, discretion and confidentiality, along with sound judgment, initiative and a strong work ethic. The incumbent must be able to effectively manage competing priorities, sensitive matters and changing deadlines.

Key Accountabilities and Responsibilities

Executive Office Management

• Assume responsibility for the effective and efficient day-to-day administration of the CAO's Office, demonstrating initiative, independence and accountability in managing administrative operations and priorities.
• Proactively anticipate the CAO's needs, manage calendars, appointments and commitments, coordinate schedules and ensure the CAO is appropriately informed and prepared for upcoming meetings, events and activities.
• Independently manage administrative workflow, assess and prioritize incoming correspondence, inquiries and requests, resolve routine matters and identify issues requiring the CAO's attention or direction.

Executive Communication and Council Support

• Serve as a key point of contact and liaison between the CAO, Mayor and Council, Senior Leadership Team, Town employees, government representatives, residents and external stakeholders, maintaining effective and professional working relationships.
• Provide administrative coordination and support to the Mayor and Council, as directed by the CAO, while maintaining appropriate reporting relationships, confidentiality and municipal governance protocols.
• Prepare, draft, edit and coordinate correspondence, reports, briefing notes, presentations, speaking remarks and other materials, ensuring accuracy, professionalism and timely completion.
• Coordinate executive and corporate meetings, including scheduling, agendas, background materials, logistics, meeting notes and follow-up requirements.

Corporate Coordination and Strategic Support

• Maintain awareness of Council decisions, corporate priorities, emerging issues and municipal activities to anticipate information requirements and identify matters requiring the CAO's attention.
• Support the advancement of Council's strategic priorities and corporate initiatives through research, information gathering, administrative coordination, monitoring of progress and follow-up on assigned activities.
• Proactively track and follow up on commitments, action items, correspondence and deadlines, coordinating information between the CAO's Office, Council, Senior Leadership Team and Town departments to ensure timely follow-through.

Administrative and Operational Accountability

• Coordinate administrative and operational requirements of the CAO's Office, including travel arrangements, accommodations, conferences registrations, and expense claims for the CAO, Mayor and Council, as well as special events, records management and the protection of confidential and sensitive information.
• Assist with the preparation and monitoring of the Council budget, and coordinate the CAO’s Office budget, expenditures and related financial activities in accordance with established policies and delegated authority, while identifying opportunities to improve administrative processes and office efficiency.
• Exercise sound judgment, discretion, political acumen and initiative in carrying out responsibilities, and perform other related duties as assigned by the Chief Administrative Officer.

Minimum Requirements

• Post-secondary education in Office Administration, Business Administration, Executive Administration or a related discipline. An equivalent combination of education, training and progressively responsible experience may be considered.
• A minimum of five years of progressively responsible experience providing executive-level or senior administrative support, preferably to a Chief Administrative Officer, senior executive or equivalent leadership position.
• Previous experience working in municipal government is strongly preferred, with demonstrated knowledge of municipal operations, Council processes, governance structures and government administrative protocols.
• Demonstrated experience preparing executive-level correspondence, reports, briefing materials and presentations, including familiarity with formal government correspondence and communication protocols.
• Proven experience managing confidential, sensitive and high-profile information with professionalism, discretion and sound judgment.
• Advanced proficiency in Microsoft Office applications, including Outlook, Word, Excel and PowerPoint, with experience using electronic records management and other administrative software systems.
• Valid Class 5 Driver's Licence with a satisfactory driver's abstract.
• Satisfactory Criminal Record Check.

Competencies

• Initiative and Independence: Demonstrated ability to work independently with minimal supervision, proactively anticipate executive needs, take ownership of responsibilities and identify and address matters requiring attention.
• Organization and Priority Management: Exceptional organizational, planning and time-management skills, with the ability to manage competing priorities, complex schedules, interruptions and changing deadlines while maintaining accuracy and attention to detail.
• Judgment and Problem-Solving: Strong analytical and problem-solving abilities, sound judgment and the confidence to make appropriate decisions within established authority, recognizing when matters require consultation or escalation.
• Political Acumen and Municipal Governance: Demonstrated knowledge and understanding of municipal government operations, Council processes, governance structures and administrative protocols, with the ability to navigate politically sensitive matters while maintaining appropriate professional relationships, discretion and reporting boundaries.
• Confidentiality and Professional Integrity: Demonstrated discretion, tact, integrity and professionalism in managing confidential, sensitive and high-profile information and maintaining trust.
• Executive Communication: Exceptional written and verbal communication skills, with demonstrated experience preparing professional executive-level correspondence, briefing materials and reports. Strong understanding of government correspondence protocols, appropriate communication channels and professional standards when interacting with municipal, provincial and federal elected officials, senior administrators and government representatives.
• Relationship Management and Collaboration: Strong interpersonal skills and emotional intelligence, with the ability to build effective working relationships, exercise diplomacy, navigate challenging interactions and collaborate across all levels of the organization.
• Adaptability and Continuous Improvement: Demonstrated flexibility, resourcefulness and resilience in responding to changing priorities, identifying opportunities for improvement and adapting administrative practices to support organizational effectiveness.
• Technical Proficiency: Advanced proficiency in Microsoft Office applications and the ability to effectively use, learn and adapt to municipal software, electronic records systems and emerging technologies.

Working Conditions

• Primarily office-based work with regular interaction with the CAO, Mayor and Council, Senior Leadership Team, Town employees, residents and external stakeholders.
• Regular periods of sitting and computer-based work, including repetitive keyboarding, mouse use and document preparation.
• Occasional walking, standing, reaching, carrying and lifting of office materials and equipment.
• Regular meetings and periods of increased workload, interruptions and competing priorities.
• May be required to attend evening Council or Committee meetings, special meetings, events or other activities outside regular working hours.
• Occasional travel within the Town and outside the community may be required.
• Work may involve exposure to confidential, sensitive or politically sensitive information requiring a high level of discretion and professionalism.

Health and Safety

• Provide our community with quality services in a responsible manner within a healthy environment.
• Adhere to the requirements of the Town of Ponoka’s health and safety policies, procedures, and safe work practices in accordance with the Occupational Health and Safety Act and Regulations.