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Executive Assistant to the CAO

Posted on: Oct 23, 2026

Posted by: Ponoka

Summary

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 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.

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.

Job Type

Full time

Employer Contact

No employer contact listed.

Salary Range

$39.04 - $47.99

Closing Date

November 25, 2026

Posting ID: 40625