executive assistant

to the CAOJob TypeAdministrative SupportOrganizationTown of PonokaCompetition Number#26-018-110Closing dateNov 25, 2026Job DescriptionThe 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 SummaryReporting 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 ResponsibilitiesExecutive 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 activi