Full Job Description PDF
Department: Town Manager’s Office Reports To: Town Manager FLSA Status: Non-Exempt Union/Non-Union: Non-Union (Confidential Administrative) Appointment: Full-time Salary: $59,500–$83,300 Position Purpose The Executive Assistant provides high-level administrative support to the Town Manager, Select Board and assigned committees and coordinates the daily operations of the Town Manager’s Office. The position requires exceptional organizational skills, meticulous attention to detail and the ability to manage multiple assignments and deadlines in a dynamic municipal environment. Working under the general direction of the Town Manager, the employee exercises initiative and sound judgment to anticipate administrative needs, coordinate meeting preparation and ensure timely follow-through. The position combines accuracy and consistency in Board administration with flexibility and resourcefulness in responding to changing priorities, while providing professional and responsive service to residents, Town officials and staff. Essential Duties and Responsibilities Office Management and Town Manager Support
- Manage daily office workflow, organize priorities and keep assignments and deadlines on track.
- Manage the Town Manager’s calendar, appointments and meeting arrangements; prepare materials and adjust plans as needs change.
- Anticipate upcoming needs, gather background information and handle administrative details so the Town Manager is prepared for meetings and daily business.
- Review correspondence and inquiries, draft responses and follow up on outstanding matters.
- Prepare and proofread letters, memoranda, reports, presentations and other office materials.
- Maintain useful filing systems, contact lists and office procedures; coordinate supplies, equipment and office coverage.
Select Board and Committee Support
- Coordinate meeting preparation for the Select Board and various Committees as assigned.
- Maintain meeting calendars and agenda deadlines; gather submissions and coordinate with chairs, departments and meeting participants.
- Prepare, carefully proofread and distribute complete, accurate agendas and meeting packets.
- Coordinate meeting notices, hearings, advertisements and postings within required deadlines.
- Attend assigned meetings and prepare accurate draft minutes for review and approval; maintain meeting records and track follow-up actions.
- Assist with Town Meeting warrants, supporting materials, presentations and follow-up.
Licensing and Board Appointments
- Process licensing applications and renewals; coordinate supporting documents, departmental reviews, hearings and fees.
- Prepare license documents, maintain accurate records and track renewal deadlines.
- Track board, committee and commission terms, vacancies, applications and reappointments; prepare appointment documents and notify the Town Clerk and affected parties after action.
Resident Service and Communications
- Provide welcoming, professional assistance to residents, visitors, employees and Town officials by phone, email and in person.
- Connect inquiries with the appropriate department and follow up on resident concerns.
- Coordinate communications with Town Counsel, consultants, vendors and public agencies.
- Update Town Manager and Select Board website content, public notices and other communications; assist with reports and official events.
Records and Financial Support
- Maintain organized office records and handle sensitive information with discretion.
- Assist with public records requests and follow applicable records retention procedures.
- Process office invoices, track expenditures and assist with office budget preparation and purchasing.
- Use Microsoft and other office systems to keep information accessible and improve everyday workflows.
- Perform other similar or related duties as assigned.
Minimum Qualifications High school diploma or equivalent required. At least three years of progressively responsible administrative, executive support or office coordination experience preferred; an equivalent combination of relevant education, training and experience may be considered. Experience preparing agendas, meeting packets, minutes or other board materials is strongly preferred. Municipal experience is helpful but not required. Relevant experience in executive, legal, education, finance, nonprofit or other busy office settings is welcome. Proficiency with Microsoft Word, Outlook and Excel, PDF tools and electronic filing systems; ability to learn municipal software and procedures.
Knowledge Skills and Abilities
- Exceptional organizational and multitasking skills, with the ability to manage several assignments and deadlines at once.
- Meticulous attention to detail, particularly when preparing Board agendas, packets, minutes and licensing records.
- Flexibility, quick thinking and resourcefulness in a busy office with frequent interruptions and changing priorities.
- Ability to anticipate the Town Manager’s needs, take initiative and follow assignments through to completion.
- Strong writing, proofreading and communication skills; sound judgment, discretion and a professional, approachable manner.
- Ability to build effective working relationships with residents, staff, elected officials and outside organizations.
- Working knowledge of municipal operations, meeting procedures, licensing and records requirements, or the ability to learn them.
- Other duties as assigned.
Supervision Received Works under the general direction of the Town Manager, exercising initiative and independent judgment in organizing daily work and completing assignments. Supervision Exercised None. Work Environment and Physical Requirements Work is primarily performed on-site in a busy municipal office with regular public and staff contact, frequent interruptions and attendance at assigned evening meetings. The position involves frequent computer use and occasional handling of office and meeting materials. Reasonable accommodations are available for qualified applicants and employees.
TO APPLY
Qualified candidates should submit a cover letter and resume with the subject line
“Executive Assistant”:
Electronic Submission: employment@nortonma.gov
Mail: Town Manager’s Office, Town of Norton, 72 East Main Street, Norton, MA 02766
Applications will be reviewed on a rolling basis until the position is filled.
This job description is subject to change by the Town as the needs of the Town and the requirements of the position change.