Executive Assistant

Job Title: Executive Assistant Wage/ Status: Non-Exempt Reports to: Deputy Town Manager HR Date Approved: September 2024 Department:Town Managers Office General Job Summary Under general direction of the Deputy Town Manager, this position provides a high level of interactive and professional support to the Town Managers Office and the Planning and Development Department. This position will interact with the Mayor, the Town Council, and others of various levels of responsibility within and outside of the organization. The Executive Assistant is responsible for providing highly complex administrative and management support for the Town Managers Office and the Planning and Development Department, including, but not limited to, managing special and sensitive projects, writing and preparing reports for public consumption, managing deadlines, researching topics of community interest, communication, meeting and event planning, public relations, office management, and record keeping for official documents. Essential Qualifications Education/Certification: Associates degree in related field. Bachelors degree, preferred. Experience: Five (5) years of increasingly responsible clerical, office, and administrative work, including working within a Town Managers Office, City Managers Office, or other similar department with high visibility and the general public. Municipal experience required. Knowledge, Skills and Abilities: Acts with integrity and professionalism; able to maintain a high degree of confidentiality. Ability to establish and maintain effective working relationships and provide excellent customer service to elected officials, department heads, employees, residents, and the general public. Highly effective communicator, able to listen for understanding and share information clearly, confidently and persuasively. Ability to work in a high visibility office, serving as a representative of the Town Managers Office and appropriately managing schedule and time. Ability to make decisions in a big picture context, exercise critical thinking and judgment, and apply the values and priorities of the Town Managers Office and organization, to recognize and respond to issues of a sensitive and political nature. Effective office management, accountable for high quality work, and able to establish efficient office procedures. Able to pay attention to detail, organize, and locate and assemble a wide variety of data and information, often of a highly critical and confidential nature. Executive Assistant – Job Description Page 2 of 3 Multi-tasker able to move and track multiple priorities in a fast-paced environment, with exceptional time management skills. Able to take initiative and work independently, using good judgment about when to check in to provide updates or seek additional direction; excellent work ethic. Performance Responsibilities: General Expectations for All Employees: For our Westlake team to serve our customers (internal and external) with superior services that are accessible, efficient, cost effective, and transparent, we hold these expectations for all employees: Learn and demonstrate an understanding of how team, department, and Town (municipal and academic) goals are interconnected. Contribute to a positive work culture and maintain confidentiality. Ability to assess personal work performance and/or the work performance of the team. Contribute to the development of others and/or the overall organization. Ability and willingness to work in a collaborative environment to demonstrate team skills, and to perform a fair share of team responsibilities. Ability to continuously learn and develop through a mix of internal and external training opportunities and when applicable encourage/mentor teammates to do the same. Duties and Responsibilities: Desire to work in (and enjoy) a service oriented, team environment that values collaboration, sharing of knowledge, cross-functional teams, continual improvement (both processes and pers nal knowledge growth), entrepreneurial approach to local government and academic service delivery. Assist the Town Managers Office with interdepartmental and intergovernmental programs; assists in coordinating and providing insight regarding established processes, applications, and interprets and/or develops recommendations based on applicable Town policies and rules. Maintain organized and up-to-date project files, databases, and records, including project budgets, contracts, permits, and other relevant documents. Serve as a liaison between the Town Managers Office, Planning and Development Department, internal departments, external stakeholders, contractors, and vendors, ensuring clear and timely communication to facilitate project progress. Drafts documents for the Town Managers Office or as directed for other executive staff, including, but not limited to, staff reports, resolutions, ordinances, requests for proposals and/or bid forms and specifications, contracts, grants, meeting agendas, and agenda requests. Assists with the setup of Town Council and Boards and Commission meetings as directed. Ensures materials, reports, and documents for signature are accurate and complete. Manages calendars within the Town Managers Office; and assists the Town Secretary with managing and maintaining the calendars for the Mayor, the Town Council and / or other Boards and Commissions for planning and managing special events, scheduling meetings, preparing mailings, making travel arrangements, and providing clerical support as requested. Performs research, compiles and summarizes information on designated topics, and prepares and disseminates documents related to such topics, including Legislative, Judicial and townwide issues; develops meaningful presentations and recommendations. Develop, communicate, and support Town-wide clerical and administrative procedures, convene and promote information-sharing among Town-wide administrative staff. Maintains a high degree of professionalism and confidentiality when dealing with high-level contracts, attorney-client privilege information, and exposure to sensitive information. Interacts in a professional and respectful manner with Town staff, officials, other agencies, and the public. Executive Assistant – Job Description Page 3 of 3 Prepares letters and reports for the Town Managers Office, Planning and Development Department, and Town Council; performs other administrative tasks within the office including answering phones, purchasing equipment and office supplies, and greeting visitors. Assists in responding to and resolving difficult and sensitive complaints and inquiries from the public; prepares written responses; reviews with Town Managers Office as appropriate. Composes memos; take notes in meetings and transcribes notes as needed. Organizes, scans and updates files and records as required. Briefs the Town Manager and Deputy Town Manager on current activities in the Town Managers Office and Planning and Development Department. Other Duties: Perform other duties as assigned. Attends ongoing professional training and development seminars/meetings/workshops. Assists other department/division personnel as needed. Evaluation: Performance of this job will be evaluated at least annually by the Deputy Town Manager. Supervisory Responsibility: None Physical Demands/Environmental Factors: Tools/Equipment: Standard office equipment including personal computer and peripherals. Requires the ability to maintain effective audio-visual discrimination and perception for making observations, operating assigned equipment, and communicating with others. Posture: Prolonged sitting; occasional standing, kneeling/squatting, bending/stooping, pushing/pulling, and twisting Motion: Repetitive hand motion; frequent keyboarding and use of mouse; regular walking, grasping/squeezing, wrist flexion/extension, reaching Lifting: