Town of Swampscott · 2 weeks ago
Executive Assistant to the Town Administrator & Select Board
Swampscott, MA
Full-time
Onsite
Mid Level
3+ years expThe Town of Swampscott is seeking an Executive Assistant to the Town Administrator and Select Board to perform highly responsible and complex administrative duties. This role involves managing communications, coordinating meetings, and supporting the day-to-day operations of the Select Board’s Office while maintaining confidentiality and compliance with applicable laws.
Government Administration
Responsibilities
Provide administrative, technical, and confidential executive support to the Town Administrator and Select Board, including correspondence, scheduling, filing, and report preparation
Serve as the primary point of contact for the Select Board/Town Administrator’s Office; greet visitors, respond to inquiries, and resolve or direct citizen requests
Prepare Select Board meeting agendas, background materials, and packets; attend meetings (including Executive Sessions), take and transcribe minutes, and ensure accurate and timely posting in compliance with the Open Meeting Law
Manage the retention, archiving, and organization of Select Board records, ensuring compliance with public records and records retention laws
Draft and distribute memos, reports, and official correspondence; prepare and post legal notices and warrants; coordinate constable posting with the Town Clerk
Process license applications under the Select Board’s jurisdiction (e.g., liquor, common victualler, entertainment), including renewals, transfers, and extensions; provide technical assistance to applicants and forward approved applications to the Alcoholic Beverages Control Commission (ABCC)
Notify residents, boards, and committees of Select Board actions, appointments, and decisions; maintain updated lists of active boards, committees, and appointment terms
Coordinate and process annual board and committee appointments; maintain Board and Committee Handbook and distribute certificates of appointment
Support the Town Administrator with research, data collection, and report drafting on policy, budget, and project matters
Prepare and monitor the Select Board’s operating budget; process invoices, track expenditures, and enter data into the municipal financial system (e.g., Munis)
Maintain and update the Select Board’s section of the Town website, posting agendas, minutes, public notices, and event information
Administer annual employee recognition and appreciation programs, including preparation of proclamations and resolutions
Coordinate meeting logistics and room reservations for public meetings and department activities, as directed
Conduct research on past Select Board decisions and practices in other municipalities to inform policy and administrative recommendations
Liaise with Town departments, state and regional officials, community organizations, and the public to ensure effective communication and follow-through on Select Board and Town Administrator initiatives
Perform related administrative or project-based duties as assigned
Qualification
Required
3–5 years of experience in municipal government, legal, financial, or related professional environments; or equivalent education/experience
Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint)
Excellent communication, customer service, organization, and problem-solving skills
Ability to handle confidential information, multitask, work independently, and present professionally before boards and committees
Company
Town of Swampscott
Swampscott offers a friendly and welcoming family environment, excellent pre-school to grade 12 public education, and a responsive town government.
201-500 employees
Funding
Current Stage
Growth StageCompany data provided by crunchbase