Executive Assistant to the Town Manager

Executive Assistant to the Town Manager
Town of Bridgewater
Hiring Range: $69448.60 $76658.40

The Town of Bridgewater is seeking a detail-oriented proactive and highly organized Executive Assistant to support the daily operations of the Town Managers Office. This key position provides high-level administrative project and financial support to ensure smooth operations and effective communication between departments officials and the public. The successful candidate will play a critical role in facilitating the execution of key projects managing records and documentation and serving as a professional liaison to uphold Bridgewaters commitment to responsive and efficient governance. The ideal candidate will demonstrate strong customer service skills attention to detail and a collaborative can-do-attitude.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The essential functions or duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar related or a logical assignment to the position.

ESSENTIAL FUNCTIONS:

Administrative Support:

• Serve as primary contact for internal and external customers of the Town Managers Office including residents staff department heads council and committee members.
• Greet visitors answer phone calls explain office procedures and address inquiries within the scope of expertise.
• Manage schedules meetings and communications for the Town Managers office with professionalism and discretion.
• Assist with public records requests and prepare documents for the Town Managers signature including contracts and Request for Proposals (RFPs).

Project and Office Management:

• Coordinate projects programs and initiatives by setting timelines allocating resources and tracking progress.
• Keep the Towns website and social media pages current ensuring accurate and timely dissemination of information.
• Assist in managing property liability and insurance programs including reporting claims and coordination with the insurer.
• Plan and execute events for the Town Managers office.
• Performs special projects and related responsibilities as initiated and requested.

Budget and Expense Management:

• Support budgeting track expenses and process invoices and reimbursements.
• Handle weekly payroll exceptions for the Town Managers office and other departments.

QUALIFICATIONS:

Knowledge:

• Understanding of executive level administrative operations including scheduling correspondence and records management.
• Familiarity with municipal government structures policies and procedures (preferred).
• Basic knowledge of accounts payable invoicing and expense reporting.
• Proficient in office productivity tools such as Microsoft Office Suite scheduling software and other digital platforms.

Skills:

• Ability to manage multiple tasks prioritize effectively and maintain an organized workflow.
• Excellent written and verbal communication including the ability to interact with high-ranking officials employees and the public.
• Ability to handle sensitive information ensuring it is kept confidential and secure.
• Proficiency in managing calendars scheduling meetings and meeting deadlines.
• Ability to anticipate needs and offer proactive solutions.
• Skilled in using office software (Microsoft Office Suite MUNIS etc.) calendar management tools and communication platforms.
• Accuracy in preparing documents presentations and correspondence.

Abilities:

• Must demonstrate discretion maturity and a high level of integrity when dealing with sensitive or confidential matters.
• Ability to adapt to changing priorities or tasks in a fast-paced dynamic work environment.
• Able to work collaboratively within a team and independently while maintaining strong relationships with staff other departments and external stakeholders.

EXPERIENCE and TRAINING

• 3-5 years of executive assistant or high-level administrative experience required; governmental or public sector experience strongly preferred.
• Demonstrated experience managing confidential information and supporting executive-level leadership is essential.
• Familiarity with local government operations and terminology is a plus.

PHYSICAL REQUIREMENTS

• Prolonged periods of sitting at a desk while working on a computer or attending meetings. Periodically standing and walking during office tasks or meetings.
• Occasionally lifting or carrying objects such as files documents or office supplies (typically under 20 lbs.).

WORK ENVIRONMENT

Work is primarily performed in an open shared office setting.

Occasional travel between town buildings.

SELECTION GUIDELINES

Formal application rating of education and experience; oral interview and reference check; job related tests may be required.

The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar related or a logical assignment to the position.