Executive Assistant, Select Board Liaison, & Licensing Coordinator

Town of Norton•Norton, MA

1d•Onsite

About The Position

The Executive Assistant provides high-level administrative support to the Town Manager, Select Board, and assigned committees, and coordinates the daily operations of the Town Manager’s Office. Working under the general direction of the Town Manager, the employee uses initiative and sound judgment to anticipate administrative needs, coordinate meeting preparation, and ensure timely follow-through. The role combines precise Board administration with flexibility in responding to changing priorities and provides professional, responsive service to residents, Town officials, and staff. The position manages office workflow, calendars, correspondence, records, and administrative materials; coordinates Select Board and committee meetings; processes licensing applications and renewals; tracks board and committee appointments; supports resident communications; and assists with public records, invoices, expenditures, and budget preparation. Work is primarily on-site in a busy municipal office, with frequent public and staff contact, interruptions, computer use, and attendance at assigned evening meetings. The position reports to the Town Manager and has no supervisory responsibilities.

Requirements

High school diploma or equivalent required.
At least three years of progressively responsible administrative, executive support, or office coordination experience preferred; an equivalent combination of relevant education, training, and experience may be considered.
Proficiency with Microsoft Word, Outlook, and Excel, PDF tools, and electronic filing systems; ability to learn municipal software and procedures.
Exceptional organizational and multitasking skills, including the ability to manage several assignments and deadlines at once.
Meticulous attention to detail, particularly when preparing Board agendas, packets, minutes, and licensing records.
Flexibility, quick thinking, and resourcefulness in a busy office with frequent interruptions and changing priorities.
Ability to anticipate the Town Manager’s needs, take initiative, and follow assignments through to completion.
Strong writing, proofreading, and communication skills; sound judgment, discretion, and a professional, approachable manner.
Ability to build effective working relationships with residents, staff, elected officials, and outside organizations.
Working knowledge of municipal operations, meeting procedures, licensing, and records requirements, or ability to learn them.
Ability to work primarily on-site in a municipal office and attend assigned evening meetings.

Nice To Haves

Experience preparing agendas, meeting packets, minutes, or other board materials is strongly preferred.
Municipal experience is helpful but not required.
Relevant experience in executive, legal, education, finance, nonprofit, or other busy office settings is welcome.

Responsibilities

Manage daily office workflow, priorities, assignments, and deadlines.
Manage the Town Manager’s calendar, appointments, meeting arrangements, and preparation materials.
Anticipate administrative needs, gather background information, and handle details supporting the Town Manager’s meetings and daily business.
Review correspondence and inquiries, draft responses, and follow up on outstanding matters.
Prepare and proofread letters, memoranda, reports, presentations, and other office materials.
Maintain filing systems, contact lists, and office procedures; coordinate supplies, equipment, and office coverage.
Coordinate meeting preparation for the Select Board and assigned committees, including calendars, agenda deadlines, submissions, and communication with chairs, departments, and participants.
Prepare, proofread, and distribute agendas and meeting packets; coordinate meeting notices, hearings, advertisements, and postings within required deadlines.
Attend assigned meetings, prepare draft minutes, maintain meeting records, and track follow-up actions.
Assist with Town Meeting warrants, supporting materials, presentations, and follow-up.
Process licensing applications and renewals, coordinate supporting documents, departmental reviews, hearings, and fees, and prepare license documents.
Maintain licensing records and track renewal deadlines.
Track board, committee, and commission terms, vacancies, applications, and reappointments; prepare appointment documents and notify the Town Clerk and affected parties after action.
Assist residents, visitors, employees, and Town officials by phone, email, and in person; route inquiries and follow up on resident concerns.
Coordinate communications with Town Counsel, consultants, vendors, and public agencies.
Update Town Manager and Select Board website content, public notices, and other communications; assist with reports and official events.
Maintain organized office records, handle sensitive information discreetly, assist with public records requests, and follow records retention procedures.
Process office invoices, track expenditures, and assist with office budget preparation and purchasing.
Use Microsoft and other office systems to maintain accessible information and improve workflows.
Perform other similar or related duties as assigned.