Executive Assistant, Office of the Town Manager

Westborough; Westborough (MA); On-site; USD 64,000 - 73,000; Full time

Job summary

The Town of Westborough seeks a detail-oriented Executive Assistant to support the Office of the Town Manager and Select Board. This full-time role requires professionalism, integrity, and excellent organizational skills to handle confidential information and multiple tasks.

The ideal candidate has a Bachelor’s degree and 3–5 years of administrative experience, with strong communication and problem-solving abilities.

Qualifications

• Bachelor’s degree in public policy, business administration or related field preferred with a minimum of three to five years related experience in administrative support, office management, or equivalent combination of education training and experience which provides the requisite knowledge, skills and abilities for this position.

Responsibilities

• Provide high-level administrative support to Town Manager and Select Board.
• Prepare materials for meetings, agendas, and minutes.
• Coordinate licenses, documents, and communications with departments.
• Maintain confidential files and handle sensitive information.
• Represent the office professionally with residents and partners.

Skills

Administrative support

Office management

Education

Bachelor’s degree in public policy or related field

Job description

TOWN OF WESTBOROUGHMASSACHUSETTS HUMAN RESOURCES TOWN HALL - 34 WEST MAIN STREETWESTBOROUGH, MA 01581-1998TEL: [phone] FAX: [phone] EMPLOYMENT OPPORTUNITYEXECUTIVE ASSISTANT OFFICE OF THE TOWN MANAGERThe Town of Westborough seeks qualified, detail-oriented applicants for the full-time position of Executive Assistant to support the day-to-day operations of the Office of the Town Manager and Select Board. The ideal candidate will be looking to join a team that values professionalism, accountability, integrity and responsiveness. Bachelor’s degree in public policy, business administration or related field preferred with a minimum of three to five years related experience in administrative support, office management, or equivalent combination of education training and experience which provides the requisite knowledge, skills and abilities for this position. This is a full-time (40 hours/week) position with an anticipated hiring range of $63,829$72,839/year (maximum of range is $83,121); offer at hire commensurate with qualifications and experience. The position will remain open until filled. This posting is not meant to be inclusive of all job duties or qualification requirements; please visit our Human Resources website for a complete job description. The Town of Westborough is an equal opportunity employer that recruits and hires qualified candidates without regard to race, religion, sex, sexual orientation, gender identity, age, national origin, ancestry, citizenship, disability, veteran status, or any other protected status. The Town of Westborough seeks a workforce that reflects the diversity of its community, and all are encouraged to apply.

TOWN OF WESTBOROUGHMASSACHUSETTS Summary: Under the direction of the Town Manager, performs a wide range of highly responsible senior level administrative functions in support of the day-to-day operations of the Office of the Town Manager and Select Board. Extensive contact with -internal and external customers necessitates a high degree of professionalism and thorough knowledge of municipal operations, office and information management systems and Town policies and procedures. This position requires considerable discretion as many areas of work must remain confidential.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.Ensure all administrative functions of the Town Manager’s office are effectively carried out in a manner that is consistent with the Town’s goals, objectives, and customer-centric culture.Receive and screen inquiries, concerns, and requests for service in-person, electronically, by telephone, and mail; provide information, resolve issues, or refer to the proper person/department for handling the matter; follow up on requests and concerns to ensure resolution is achieved.Serve as liaison for the Town Manager’s Office, working collaboratively with other departments, external agencies, and entities on priorities of the Town Manager.Prepare materials for Select Board meetings including meeting agendas and minutes; contacts and confirms attendance of participants for Select Board agenda items; prepares and submits legal advertisements as necessary.Review and process applications for and renewal of variety of licenses approved by the Select Board, including but not limited to Liquor Licenses, Common Victueller Licenses, Used Vehicle Licenses, Entertainment and Amusement Permits, Tax and Livery LicensesManage board and committee appointment process on behalf of the Select Board and Town Manager.Provide timely appointment information to the Town Clerk of appointments and other Town employee hires/appointments.Prepare detailed and often confidential correspondence, reports, forms, invitations, graphic materials, and specialized documents from drafts, notes, brief instructions, or corrected copy; proofread materials for accuracy, completeness, compliance with Town policies, format, and word usage, including grammar, punctuation, and spelling.Create content and post information to the Town’s website and social media; conduct regular review of the Town’s website to ensure information is up-to-date and accurate.

Job Title: Executive Assistant Reports To: Town ManagerDepartment: Town ManagerJob Code: H-3Location: Town Hall, 34 West Main StreetHours per week: 40Revised: FLSA Status: Non-Exempt

Assist Town Manager, Assistant Town Manager and Human Resources Coordinator with administrative functions including filing, preparation of correspondence and scheduling appointments.Coordinate purchase of supplies; arrange for equipment purchase and maintenance; coordinate with the Facilities Manager on building-related needs or issues; review and submit invoices for payment.File all insurance claims for Town owned buildings and Town vehicles and liability claims; process all vehicle transactions (e.g., new vehicles, traded vehicles, trading of plates between vehicles) through insurance company. Maintain spreadsheet of all vehicles and files of all vehicle titles.Serve as the Town’s Parking Clerk and receives payments for parking violation notices.Coordinate Senior Work off Tax program for Town Hall.Assists Assistant Town Manager with human resource function by preparing correspondence relating to recruitments, processing employee paperwork and maintaining personnel records.Organize and maintain various administrative, confidential, reference, and action files and records. Has full access to a wide variety of department-level and Town-wise confidential information, including personnel matters, negotiating positions, legal matters, policy concerns, executive session minutes and personal information about residents requiring the application of appropriate judgment, discretion and professional office protocols.Conduct research, plan and implement special projects.Assists other Town departments and staff as assigned.Sort and process incoming and outgoing mail.Maintain meeting room reservations for the town’s various boards, committees, and departments.Supervisory Responsibilities: This job has no direct supervisory responsibilities but may coordinate the work of interns and Tax Work Off Program participants.Education and/or Experience: Bachelor’s degree in public policy, business administration or related field preferred with a minimum of three to five years related experience in administrative support, office management, or equivalent combination of education training and experience which provides the requisite knowledge, skills and abilities for this position.Language Skills: Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.Reasoning Ability: Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. The ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form. Ability to analyze situations quickly and objectively and to determine proper course of action.Computer Skills: Must be technology fluent, with a high degree of comfort using modern productivity software such as MS Office, Google Docs, Zoom, Adobe, and the ability to learn/adapt to new technology as needed.Other Skills and Abilities: Ability to exercise initiative and good judgement, to set priorities and complete efforts independently and as a member of a team; Ability to communicate clearly and concisely with others, both verbally and in writing. Ability to perform detailed work accurately and efficiently within deadlines. Ability to prioritize multiple tasks and deal effectively with interruptions. Must be able

to communicate effectively with diverse audiences in the community. Ability to cope with situations firmly, courteously, tactfully and with respect for the rights of others.

Other Qualifications: Required to attend Select Board meetings outside of normal business hours.

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this Job, the employee is regularly required to sit; use hands to finger, handle, or feel and talk or hear. The employee is frequently required to reach with hands and arms. The employee is occasionally required to stand; walk and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus. Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.

Approved by Select Board Date: May 27, 2025