Executive Coordinator (PFT) (NU 39.26)

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 sy…

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