Executive Assistant/Office Manager

Job Summary

We are seeking a highly organized and proactive Executive Assistant to support Town leadership. This role requires a versatile professional capable of managing administrative tasks, coordinating projects, and ensuring the smooth functioning of the office environment. The ideal candidate will possess strong communication skills, excellent organizational abilities, and proficiency with various office management tools to facilitate efficient workflow and maintain a professional atmosphere.

Essential Duties and Responsibilities

Town Manager, Boards & Commissions

· Attend Leadership Team meetings

· Prepare Town Council meeting agendas, create packets including collecting documents, scanning, and printing prior to meetings

· Assist in management of the CDC and administration of their Loan programs

· Assist Town Manager with projects, data collection, and execution of daily tasks

· Review incoming bills, manage budget, and resolve any billing discrepancies or issues. Work directly with the Accounts Payable in the Clerk Treasurer's office.

· Assist in planning and executing employee engagement events, including ordering supplies.

Board of Zoning Appeals

· Attend BZA meetings and serve as recording secretary

· Answer general questions about BZA hearing dates, procedures, fees, etc. This individual is not an authority on zoning rules and will refer individuals to DMD staff as appropriate

· Work with Twon of Speedway Building Commissioner, as needed

· Meet with petitioners when they file variance petitions, confirm that all documents have been prepared, and date stamp each document

· Submit variance fees to the Clerk-Treasurer's office.

· Scan and send variance petition to the DMD staff and each BZA member, and also mail a paper copy to all

· Ensure all documents have been properly signed and recorded

Redevelopment Commission

· Assist Economic Development Director with monthly and other meetings, including preparation of agenda, meeting minutes and Commissioner packets

· Attend meetings, maintain records and prepare minutes of the Redevelopment Commission and supporting Boards including the Economic Development Commission, Redevelopment Authority and Municipal Building Corporation

· Update Speedway Redevelopment Commission webpage

· Review incoming bills, manage budget, and resolve any billing discrepancies or issues. Work directly with Accounts Payable in the Clerk Treasurer's office.

· Property management of SRC-owned properties in conjunction with Executive Director

o Serve as liaison between tenants and SRC-owned properties

o Contact vendors for any repairs to properties

o Maintain property logs and maintenance records

o Obtain quotes for services and coordinate all efforts

· Coordinate with Director of Communications for planning and execution of SRC events, open houses, and public meetings

· Coordinate projects as requested by the Economic Development Director

· Potentially be asked to serve as Special Hearing Examiner for the Town of Speedway

Additional Duties

· Required to attend several evening meetings including the Redevelopment Commission, Economic Development Commission, Municipal Building Corporation, CDC/SHAC, BZA and Special Hearing Examiner.

· A flexible schedule will be required to accommodate the evening meetings.

· Cross-train to assist with other functions within the Administrative Offices

· Ad-hoc projects to address inefficiencies and improve customer service.

· Perform routine administrative functions including ordering supplies.

· Distribute mail and redirect to other departments if needed.

· Maintenance scheduling for the SMC.

· Manage calendars for rooms at SMC.

· Other duties as assigned.

Qualifications

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with Microsoft Outlook Calendar.
• Comfortable working in an environment with multiple and shifting priorities.
• Demonstrated work experience exhibiting strong problem-solving skills and process improvement capabilities.
• Strong organizational skills with the ability to multitask efficiently in a fast-paced environment.
• Ability to interpret and make decisions in accordance with laws, regulations, and established procedures.
• Able to work cooperatively to prioritize tasks and negotiate conflicting demands in a fast-paced environment.
• Excellent written and verbal communication skills
• Notary Public preferred - Town will pay for certification
• This position offers an engaging work environment where your organizational talents will directly contribute to the success of our team while providing opportunities for professional growth within a dynamic organization.

Job Type: Full-time

Pay: $41, $45,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Vision insurance

Education:

• High school or equivalent (Preferred)

Experience:

• Office management: 1 year (Preferred)

License/Certification:

• Certified Notary Public (Preferred)

Work Location: In person

Salary : $45,000