Executive Coordinator, Mayor's Office

The Opportunity:

The Executive Coordinator, Mayor’s Office provides high-level executive, strategic, and operational support to the Mayor, serving as the primary coordination point for the Mayor’s office.

This position operates beyond traditional administrative support and plays a critical role in enabling the Mayor to effectively manage priorities, relationships, communications, and external commitments. The role is responsible for the seamless coordination of the Mayor’s schedule, communications, and workflow, ensuring alignment with organizational priorities, Council direction, and emerging issues.

The incumbent exercises sound judgment, discretion, and political awareness in triaging matters, identifying sensitivities, and ensuring the Mayor is well-prepared, informed, and positioned to respond to high-profile and time-sensitive issues. The position supports the Mayor’s external presence through coordination of communications, briefing materials, speeches, and public messaging, in collaboration with Corporate Communications, Intergovernmental Relations, Legislative Services, and other departments to support coordination, information flow, and follow-through.

The role also monitors municipal, regional, provincial, and federal developments, identifying matters that may require awareness, coordination, or response. This position serves as a key liaison between the Mayor’s office and internal stakeholders, other municipalities, and provincial and federal partners, supporting the Mayor’s advocacy efforts and relationship management across all levels of government.

The role requires flexibility and responsiveness to a dynamic work environment, including work outside of standard business hours.

Responsibilities include:
• Provide strategic and proactive coordination of the Mayor’s calendar, ensuring alignment with priorities, commitments, and emerging issues, while maintaining flexibility to respond to changing demands
• Act as the primary coordination point for the Mayor’s office, managing internal and external communications, including oversight of the Mayor’s inbox, correspondence, and meeting requests, and facilitating appropriate response, delegation, and access
• Monitor, assess, and triage incoming information, correspondence, and emerging issues, identifying priorities and sensitivities and facilitating appropriate escalation or coordination
• Maintain awareness of municipal, regional, provincial, and federal developments, supporting the preparation of briefing materials and background information to inform decision-making and advocacy
• Support and coordinate intergovernmental relations activities on behalf of the Mayor, liaising with elected officials, government representatives, and partner organizations in collaboration with Intergovernmental Relations
• Coordinate logistics and provide support for meetings, events, and engagements, ensuring the Mayor is prepared with relevant information and materials
• Build and maintain effective working relationships with internal and external stakeholders, representing the Mayor’s office with professionalism and credibility
• Work collaboratively with internal departments and senior leadership to ensure alignment, consistency, and coordination of messaging, priorities, and follow-through
• Coordinate communications materials, public messaging, and engagement activities, and support the Mayor’s communications, outreach, and public-facing activities, as required, in collaboration with Corporate Communications
• Provide administrative and operational coordination, including financial processing, travel coordination, and event logistics, ensuring effective office operations
• Maintain systems to track commitments, action items, and follow-up to ensure accountability and continuity
• Provide back-up executive support for Council members as required

You Bring:

• A diploma in business administration, office administration or a related field is preferred
• Experience supporting senior executives, elected officials, or leadership roles in a complex organization, preferably within a municipal or government environment
• Experience managing executive-level priorities, including calendar oversight, correspondence, and coordination of high-volume and sensitive information flows
• Experience preparing briefing materials, presentations, speeches, and formal correspondence for senior leadership or elected officials
• Experience in a politically sensitive, fast-paced environment requiring discretion, confidentiality, and sound judgment
• Strong understanding of municipal governance, Council processes, and the broader political and intergovernmental landscape
• Experience supporting or coordinating stakeholder relations, including interaction with government, community, and external partners
• Demonstrated ability to monitor, assess, and respond to emerging issues, risks, and priorities, including the ability to anticipate needs and act proactively
• Advanced organizational and coordination skills, with the ability to manage competing priorities and shifting demands
• Highly proficient in Microsoft Office and collaboration tools
• Demonstrates strong political acumen and the ability to navigate complex and sensitive environments with professionalism and sound judgment
• Highly proactive, resourceful, and able to anticipate needs, risks, and emerging issues
• Exercises a high degree of confidentiality, discretion, and integrity
• Exceptional written and verbal communication skills, with the ability to produce clear, concise, and effective materials for a variety of audiences
• Strong interpersonal skills with the ability to build trust and credibility with internal and external stakeholders
• Able to work effectively in a fast-paced, high-pressure environment with changing priorities
• Flexible and responsive, including the ability and willingness to work outside of standard business hours

We Offer:

Along with a competitive compensation program and City paid health and dental premiums, our employees also enjoy:

• Excellent health, dental, paramedical, and benefits plan
• Employee discounts, annual adult Genesis Place pass, social events, and health & wellness initiatives

Continuous learning through training and development is encouraged as are flexible work arrangements, when possible. We recognize that our people work best when they feel engaged in their environment and appreciated for their efforts and our overall benefits package reflects that.

Additional Information:

The position is full time (37.5 hours per week) and a comprehensive benefits package is included. This position may include the occasional presence at meetings and special events during the evening and weekends.

*Please provide a cover letter along with your resume as a means of introducing yourself and your interest in this role.