Job Overview
We are seeking a highly organized and proactive Executive Assistant to support the First Selectman in managing their busy schedule and ensuring smooth daily government operations. This vital role requires a dynamic professional who excels in office management, project coordination, and executive administrative support. The ideal candidate will be an energetic self-starter with exceptional communication skills, technical proficiency, and the ability to handle multiple priorities with precision. This position offers an exciting opportunity to contribute to local government initiatives while working in a fast-paced, collaborative environment.
Duties
- Serves as confidential secretary to the First Selectman by managing calendars and schedules, screening callers, and arranging appointments and meetings
- Acts as liaison with Town departments, staff, outside agencies, and the general public
- Interacts effectively, professionally, and constructively with staff, agencies, and the public
- Maintains and updates the office management information system, including physical and electronic files
- Conducts research, responds to information requests, and resolves complaints as needed; refers issues to the First Selectman or appropriate staff for resolution when necessary
- Schedules, compiles, files, and distributes agendas and materials for Board of Selectmen meetings
- Records and files Board of Selectmen meeting minutes
- Prepares reports, correspondence, and other written materials as directed; independently researches and compiles data, drafts original content, and maintains confidentiality
- Prepares Board of Selectmen annual report
- Acts as the department’s purchasing agent
- Assists with the preparation and distribution of RFIs, RFPs, and RFQs and collects bid responses
- Prepares and submits legal notices to publications
- Schedules the use of Town meeting rooms and facilities for Town agencies, community groups, and the public
- Maintains custody of and distributes keys to Town facilities
- Monitors board, commission, and committee membership terms and prepares appointment letters as needed
- Supports municipal grant research and preparation
- Provides support for ceremonial activities
- Assists with responses to Freedom of Information Act requests as needed
- Provides administrative support for pistol permit processing
- Provides notary public services
Qualifications
- Associate’s degree in Secretarial Sciences (preferred)
- Three (3) or more years of progressively responsible experience in a municipal government office setting
- Ability to understand the organization, responsibilities, and functions of Town government
- Ability to exercise sound judgment and discretion in applying and interpreting operational rules, regulations, policies, and procedures
- Extensive knowledge of business English, grammar, punctuation, spelling, public relations, telephone etiquette, and business and political protocol
- Knowledge of professional practices, procedures, systems, and equipment used in a modern office, including personal computers, audio-visual equipment, fax and copy machines, and Microsoft Office applications
- Ability to recall and communicate information accurately and promptly; understand and carry out complex oral and written instructions; prioritize work; and meet deadlines
- Ability to solve problems with minimal supervision
- Ability to communicate clearly and concisely, orally and in writing
- Ability to establish and maintain effective working relationships with the public, elected officials, Town staff, and other organizations in a courteous, professional, and constructive manner
Join us if you’re ready to make a meaningful impact by supporting local governance through energetic dedication and meticulous organization!
Pay: $54,000.00 - $60,000.00 per year
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Application Question(s):
- Do you have a Secretarial Sciences degree? (Preferred)
- Do you have 3 or more years of experience in a municipal government office setting? (Required)
- Will you be able to reliably commute to Ashford, CT 06278 for this job? (Required)
Work Location: In person
