Executive Assistant to Town Administrator & Select Board

Executive Assistant to the Town Administrator & Select Board

The Executive Assistant to the Town Administrator and Select Board performs highly responsible, confidential, and complex administrative and clerical duties requiring considerable judgment and initiative. The position serves as the primary liaison between the Town Administrator, Select Board, Town departments, and the public. Work involves managing communications, coordinating meetings, preparing official records, and supporting the day-to-day operations of the Select Board’s Office.

• Provide administrative, technical, and confidential executive support to the Town Administrator and Select Board, including correspondence, scheduling, filing, and report preparation.
• Serve as the primary point of contact for the Select Board/Town Administrator’s Office; greet visitors, respond to inquiries, and resolve or direct citizen requests.
• Prepare Select Board meeting agendas, background materials, and packets; attend meetings (including Executive Sessions), take and transcribe minutes, and ensure accurate and timely posting in compliance with the Open Meeting Law.
• Manage the retention, archiving, and organization of Select Board records, ensuring compliance with public records and records retention laws.
• Draft and distribute memos, reports, and official correspondence; prepare and post legal notices and warrants; coordinate constable posting with the Town Clerk.
• Process license applications under the Select Board’s jurisdiction (e.g., liquor, common victualler, entertainment), including renewals, transfers, and extensions; provide technical assistance to applicants and forward approved applications to the Alcoholic Beverages Control Commission (ABCC).
• Notify residents, boards, and committees of Select Board actions, appointments, and decisions; maintain updated lists of active boards, committees, and appointment terms.
• Coordinate and process annual board and committee appointments; maintain Board and Committee Handbook and distribute certificates of appointment.
• Support the Town Administrator with research, data collection, and report drafting on policy, budget, and project matters.
• Prepare and monitor the Select Board’s operating budget; process invoices, track expenditures, and enter data into the municipal financial system (e.g., Munis).
• Maintain and update the Select Board’s section of the Town website, posting agendas, minutes, public notices, and event information.
• Administer annual employee recognition and appreciation programs, including preparation of proclamations and resolutions.
• Coordinate meeting logistics and room reservations for public meetings and department activities, as directed.
• Conduct research on past Select Board decisions and practices in other municipalities to inform policy and administrative recommendations.
• Liaise with Town departments, state and regional officials, community organizations, and the public to ensure effective communication and follow-through on Select Board and Town Administrator initiatives.
• Perform related administrative or project-based duties as assigned.

• 3–5 years of experience in municipal government, legal, financial, or related professional environments; or equivalent education/experience.
• Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint).
• Excellent communication, customer service, organization, and problem‑solving skills.
• Ability to handle confidential information, multitask, work independently, and present professionally before boards and committees.

• Work is primarily in a municipal office setting with frequent interruptions. Some evening or weekend work may be required for meetings or emergency situations.
• This role involves handling sensitive and confidential information, coordinating with multiple stakeholders, and managing high‑priority tasks with minimal supervision.

Mid‑Senior level

Full‑time

Administrative

Government Administration

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