Executive Assistant | Clerk to the Select Board

Executive Assistant / Clerk to the Select Board

Department: Town Manager’s Office

Reports To: Town Manager

FLSA Status: Non-Exempt

Union/Non-Union: Non-Union (Confidential Administrative)

Appointment: Full-time; temporary or permanent.

Work Schedule: Primarily on-site; standard municipal schedule and assigned evening meetings.

Salary: $70,000–$80,000 annualized, depending on qualifications.

Position Purpose

Provide high-level, hands-on executive and administrative support to the Town Manager and dependable administrative service to the Select Board and assigned committees. Coordinate the Town Manager’s schedule, information flow, meeting preparation, deadlines and follow-through so residents and departments receive responsive service and the office’s commitments are carried out accurately and on time.

Exercise initiative and independent judgment in routine administrative matters within established policies and delegated instructions. Identify missing information, anticipate upcoming needs, organize work in priority order, and promptly elevate matters requiring a substantive decision. This is an executive-support and coordination role, not an Assistant Town Manager appointment.

Essential Duties and Responsibilities

The following duties are examples of the work performed. The Town Manager may assign additional tasks consistent with the scope of the position.

A. Town Manager Administrative & Operational Support

•  Manage the Town Manager’s calendar, appointments, preparation time and meeting logistics; resolve routine conflicts within agreed priorities and provide timely reminders and appropriate signals when meetings must conclude.

•  Triage authorized correspondence and inbox items; identify deadlines, prepare routine replies and briefing material, route inquiries, and track responses without making unapproved commitments or speaking in the Town Manager’s name without authorization.

•  Maintain the executive action list and decision queue with owners, due dates, next steps and supporting records; obtain updates, follow up on missing items and escalate risks early.

•  Prepare and proofread letters, memoranda, notices, presentations and concise research summaries; assemble decision-ready material rather than forwarding unresolved administrative fragments.

B. Agendas, Packets, Notices & Meeting Coordination

•  Coordinate administrative preparation for Select Board, Finance Committee and Capital Improvements Committee meetings, as assigned, with the Town Manager, committee chairs, Town Clerk and department contributors.

•  Maintain a forward agenda and deadline calendar covering hearings, appointments, licenses, recurring decisions and anticipated business. Gather complete submissions and coordinate attendance by applicants, staff, counsel and other participants.

•  Draft agendas, assemble and quality-check packets, manage versions and supporting documents, and prepare usable page references and contents. Obtain required substantive approvals within the established schedule.

•  Prepare and coordinate notices and advertisements; transmit materials to the Town Clerk or designated posting official, confirm required posting and distribution, and retain confirmation. Promptly flag a deadline at risk.

•  Prepare Town Meeting administrative materials, collect departmental submissions, coordinate warrant backup and presentations, and track post-meeting administrative actions.

C. Minutes Preparation & Action Follow-Through

•  Attend assigned meetings or use authorized recordings to prepare accurate draft minutes, including attendance, discussion summaries, decisions, motions, votes, and documents or exhibits used.

•  Coordinate factual review and submit drafts for the appropriate public body’s approval. Clearly distinguish draft from approved records and maintain required access; internal review does not suspend applicable deadlines.

•  Maintain a record of Board and committee actions, assignments and next steps; communicate approved actions, obtain status updates and record completed follow-through.

•  Maintain working records and transfer official records to the designated custodian under the Town’s procedures.

D. Licensing & Board/Committee Appointments

•  Receive, log and check licensing applications for administrative completeness; coordinate departmental sign-offs, hearings, fees, conditions, certificates of insurance and renewal deadlines.

•  Prepare licensing backup and approved forms or standard motions for review; prepare and distribute licenses only following the required authorization.

•  Track board, committee and commission terms, vacancies, applications and reappointments; prepare appointment documents and notify the Town Clerk and affected parties after action.

E. Executive-Office Billing & Budget Support

•  Collect invoices and supporting documents for the Town Manager and Select Board offices; prepare approval packages and submit authorized materials to Accounting on schedule.

•  Compile draft office budget requests, maintain office spending information supplied by the financial offices, and coordinate authorized office purchases. Do not independently authorize expenditure or perform Town-wide accounting or payroll.

F. Procurement & Project Administration (Support Role)

•  Assemble routine procurement documents using approved templates and specifications; maintain assigned schedules, submission records, contract documents and meeting arrangements for the responsible procurement or project owner.

•  Coordinate bounded administrative projects by recording responsibilities, gathering information, monitoring milestones and closing administrative follow-up. Technical analysis, procurement issuance, evaluation, award decisions and contract negotiations remain with authorized officials.

G. Reception, Resident Service & External Coordination

•  Provide courteous, accurate service to residents, visitors, staff, board members and outside organizations by telephone, email and in person; route substantive inquiries appropriately.

•  Track significant resident concerns referred to departments and follow up on acknowledgment, status and resolution without promising outcomes outside the office’s authority.

•  Coordinate the Town Manager’s contacts and appointments with counsel, consultants, vendors and public agencies; maintain an accessible front office and reliable coverage arrangements.

H. Records, Communications & Workflow Improvement

•  Maintain organized shared files, approved templates, office procedures and current reference information so assigned work can be located and covered by another authorized employee.

•  Protect sensitive executive-office records through approved access and records-handling procedures. Coordinate records requests with the responsible official and comply with applicable retention and disclosure requirements.

•  Prepare and update approved Town Manager/Select Board website content, public notices, newsletters and social-media material in coordination with designated staff; assist with office contributions to reports and official participation in events.

•  Use Microsoft 365, PDF tools, shared records and approved office systems effectively; improve routine workflows with IT support while preserving accuracy, accessibility and appropriate information security.

I. Additional Duties as Assigned

Minimum Qualifications

Education & Experience

•  High school diploma or equivalent and at least three years of progressively responsible administrative, executive-support, board-support or office-coordination experience preferred; an equivalent combination of relevant education, training and experience may be considered.

•  Demonstrated ability to maintain calendars and action lists, prepare accurate professional documents, handle sensitive information, meet deadlines and carry assignments through completion.

•  Proficiency with Microsoft Word, Outlook and Excel, PDF document assembly, electronic filing and shared work environments; ability to learn municipal systems and procedures.

Preferred Experience

Experience preparing agendas, packets, minutes, notices or official board/committee materials is strongly preferred. Municipal or other public-sector experience is helpful but not required. Relevant executive, legal, education, finance, nonprofit and other deadline-driven office experience is welcome. College coursework or a degree in a related field may be helpful but is not required.

Knowledge, Skills, & Abilities

•  Strong organization, proofreading, concise writing, prioritization, administrative judgment and follow-through; ability to identify inconsistencies and ask focused questions rather than guess.

•  Tact, discretion, respectful communication and consistent service to people with differing needs and viewpoints. Professional neutrality and appropriate confidentiality are essential.

•  Ability to manage routine workflow independently, receive and apply direction, raise concerns constructively, and distinguish administrative action from decisions reserved to the Town Manager, public bodies or technical officials.

•  Working knowledge, or demonstrated ability to acquire knowledge, of municipal operations, public-meeting administration, licensing, records requirements and Town procedures.

Performance Expectations

Success is reflected in accurate, timely meeting materials; dependable calendar and correspondence support; current action and renewal records; early escalation of problems; respectful resident service; usable documentation and backup procedures; and reduced routine administrative rework for the Town Manager.