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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 is responsible for the day-to-day administration of the CAO's Office. The position requires someone who takes initiative, works independently, anticipates the CAO's needs and ensures that priorities, commitments and outstanding matters are followed through.

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

The incumbent must have a strong understanding of municipal government and the ability to apply this knowledge in supporting the CAO's Office. The position requires professionalism, political acumen, tact, discretion and sound judgment, along with the ability to manage confidential information, competing priorities and changing deadlines.

Key Accountabilities and Responsibilities

Executive Office Management

- Assume responsibility for the effective and productive 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.
- 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

📌 Executive Assistant to the CAO (Edmonton)
🏢 ABmunis
📍 Edmonton