Executive Assistant to Select Board / Town Manager Office

About the role

The Executive Assistant provides advanced administrative, advisory, technical and clerical support to the Select Board/Town Manager's Office and acts as its main point of contact. The role covers a wide range of administrative and organisational functions, supports clear communication with departments and the public, and helps plan, track and complete projects. It works under the direction of the Town Manager and the Human Resources & Licensing Manager, and involves confidential information on individuals, litigation, personnel, collective bargaining, contracts and CORI data.

Key responsibilities

• Assist the public with inquiries and refer people to other resources
• Prepare agendas for Select Board meetings, attend evening board meetings and take official minutes
• Write correspondence, complete forms following board votes, and maintain files, databases and legal records
• Help applicants with Select Board licensing applications, review them for accuracy and compliance, schedule hearings and recommend license changes
• Design and maintain physical and digital filing systems, open and distribute daily mail, and manage the Town website pages and digital agenda software
• Support HR & Licensing with onboarding, benefit enrollment and personnel files
• Prepare and file the weekly schedule of payables, manage accounts within the departmental budget, process deposits, prepare the Annual Town Report and submit reports to state agencies
• Oversee credit card and Amazon Business accounts, receive parking ticket appeals and give judgements
• Manage workers' compensation, injury on duty, property damage, personal injury and town vehicle claims, working with insurers, employees and claimants
• Report annual OSHA requirements

Required profile

• Associate's degree in business management, accounting, public administration or a related field
• Four years of related experience in business administration, accounting, public administration or municipal government, or an equivalent combination of education and experience
• Must pass a CORI check
• Excellent organisational, writing and communication skills, with experience writing minutes, reports and documents

Required skills

• Intermediate or higher-level Microsoft Office, Word, Excel and PowerPoint
• OpenGov and Munis systems are a plus
• Knowledge of municipal government, office procedures, records management and Massachusetts Open Meeting Law