Executive Assistant To Chief Of Police

Job Summary:

The Executive Assistant to the Chief of Police provides high-level administrative, executive, and confidential support to the Chief of Police. This position requires the highest degree of professionalism, discretion, judgment, and integrity. The Executive Assistant serves as a key liaison between the Chief, command staff, Town officials, outside agencies, and the public, while managing sensitive information and complex administrative functions essential to the effective operation of the Police Department.

Receives general direction from the Chief of Police.

Has overall supervisory responsibility for all civilian and clerical personnel within the building, including functional oversight and coordination, as assigned.

• Serves as the Chief of Police trusted confidential executive assistant, maintaining strict confidentiality over all sensitive communications, records, investigations, personnel, labor relations, and executive matters.
• Acts as the primary point of contact for the Office of the Chief, professionally interfacing with command staff, Town officials, elected officials, Police Commissioners, outside law enforcement agencies, vendors, and members of the public.
• Screens, prioritizes, and manages access to the Chief of Police, including scheduling appointments, arranging meetings, maintaining the executive calendar, greeting visitors, answering and screening telephone calls, and determining appropriate action or referral.
• Manages the Chief’s communications, including oversight of the Chief’s email inbox with access to confidential and labor‑related information; prepares, reviews, and edits correspondence, reports, memoranda, and other official documents for accuracy, professionalism, and compliance with departmental policies.
• Coordinates and supports Command Staff meetings and other executive‑level meetings, including preparing agendas, compiling briefing materials, recording or coordinating minutes when required, and ensuring follow‑up on action items.
• Prepares, schedules, and coordinates agendas, minutes, and supporting documentation for meetings of the Board of Police Commissioners and serves as the primary point of contact for the Chair of the Board.
• Develops, maintains, and controls access to complex, restricted, and confidential files and records, including but not limited to Internal Affairs matters, administrative investigations, personnel files, discipline and recognition records, confidential background files, attorney‑client privileged materials, and POST documentation. Assist personnel who need to view their file.
• Supervises and allocates work to part‑time clerical, secretarial, and administrative staff to ensure efficient and seamless support of the Office of the Chief.
• Analyzes office procedures, workloads, schedules, and administrative practices; develops and implements recommendations to improve efficiency, effectiveness, and workflow within the Office of the Chief.
• Coordinates administrative support functions for the Office of the Chief, exercising independent judgment in operational and procedural matters while ensuring policies, procedures, and applicable regulations are properly interpreted and applied.
• Maintains inventories of office needs, supplies, forms, and equipment and coordinates purchasing, refurbishment, or replacement with vendors as necessary.
• Organizes and maintains department data drives and records systems, ensuring files, forms, and documentation are accurate, current, secure, and accessible to authorized personnel.
• Coordinates catering, logistics, and administrative support for Department events, training sessions, interview panels, organizational meetings, retirement and swearing‑in ceremonies, and special functions.
• Plans and organizes town‑wide or interdepartmental meetings held at the Police Department.
• Researches and compiles background materials on emerging law enforcement, administrative, or operational issues as directed.
• Screens incoming correspondence and inquiries, routes matter to appropriate staff, tracks deadlines, and follows up to ensure timely and complete responses.
• Rel…