Executive Assistant to the Township Supervisor

4 days ago

Plymouth, United States EctoHR Full time
Position Summary:

Under the direction and supervision of the Township Supervisor, the Executive Assistant is responsible for performing a variety of administrative tasks to support the Township Supervisor and Plymouth Township. The Executive Assistant responds to requests for information, compiles meeting agendas and data, interfaces with the public, answers phones, and works to maintain high standards of customer service for Township employees and residents. The Executive Assistant supports a culture of professionalism and open, interactive team communication with a focus on quality, while maintaining a sense of urgency. The ideal candidate will have excellent communication skills, flexibility to meet the ever-changing needs of a busy Township, attention to detail, a high standard for excellence and a customer service-oriented mindset.

Key Responsibilities:

The following functions are intended to describe the general nature and level of work for the Executive Assistant. They are not to be construed as an exhaustive list of all job duties performed by personnel labeled to this classification. The Executive Assistant performs other related duties as required.
  • Acts as the Supervisor's Chief of Staff and personal assistant in supporting the day-to-day needs of the Supervisor. Township and Township employees.
  • Answers and tracks a variety of requests from Township residents. Exhibits high standards in public service, professionalism and respect when interacting with residents and other stakeholders.
  • Preparation and organization of meeting materials for various meetings including but not limited to: Supervisor staff meetings, departmental meetings, meetings with external groups, etc. Responsible for taking comprehensive meeting notes, tracking follow-up action items, and following through on all meeting tasks as needed. The Executive Assistant attends meetings and prepares items for Supervisor's meetings as required.
  • Handles communications coordination activities for Plymouth Township as directed by the Township Supervisor. Communications include, but are not limited to, the Township Quarterly Hardcopy Newsletter, Monthly E-Newsletter, management of Township Social Media accounts, creation of presentations, etc.
  • Act as the Supervisor's main point of contact in the event that the Township Supervisor is absent or unable to respond to inquiries directly. Keeps the Supervisor informed of all urgent and important matters during the Supervisor's absence from Township Hall.
  • Serves as staff liaison for Township boards, committees, commissions, as assigned.
  • Coordinates communications and public outreach activities for various community events.
  • Supports the Supervisor with a variety of administrative functions as calendar management, meeting schedules, room reservations and preparation for meetings along with ensuring a professional physical presentation of Township facilities.
  • Prepares and processes purchase orders in the Township ERP software for approval and payment.
  • Manages key fob authorization and distribution for Township buildings and employees.
  • Conducts research as directed. Provides and maintains documentation of such research.
  • Interfaces with the public, answering general questions and aiding with Township-related matters. Ensures Township resident satisfaction, safety and follow-up on requests.
  • Interfaces with attorneys, engineers and other Township contractors as assigned by the Township Supervisor.
  • Preparation of the Board of Trustees meeting agendas and back up packets.
  • Organizes, maintains, and safeguards confidential and proprietary information and materials.
  • Provides administrative support to the Township Supervisor, including calendar management, filing, copying, and handling mail.
  • Assists with special projects as assigned by the Township Supervisor.
Qualifications:
  • Two or more years of experience as an administrative assistant, preferably with some municipal/public sector experience.
  • Ability to register as a Notary Public.
  • Proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook)
  • Ability to think proactively to ensure tasks and projects are completed timely and in a thorough nature. Includes the ability to multi-task and manage time efficiently.
  • Ability to handle confidential information with discretion.
  • Ability to gather data and prepare accurate and timely records, reports, notices, memos and letters.
  • Ability to establish and maintain effective working relationships and use good judgment when dealing with employees, elected officials, other governmental and regulatory agencies, and professional contacts.
The experience, skills and abilities listed above are intended to represent the minimum skills and experience levels associated with performing the duties and responsibilities related to the Executive Assistant position. The qualifications should not be viewed as expressing absolute employment or promotional standards, but as general guidelines that will be considered along with other job-related selection decisions.

Work Environment:

This position is primarily office-based, requiring the ability to sit or stand for extended periods of time. While performing the duties of this job, the employee is regularly required to talk, hear and communicate with others in person, by phone and/or through electronic devices and review and produce written and electronic documents. The employee frequently is required to use hands to handle or feel and to reach with hands and arms. The employee is required to sit, stand, walk, stoop and kneel. The employee must occasionally lift and/or move items of light weight.

Supplemental Information:

Starting salary will be based on candidate skills, abilities and experience and will be determined at the sole discretion of the Township. The expected starting pay range for this position is a base salary of $65,000 to $75,000 per year.

The Township offers a generous benefits package including comprehensive healthcare, dental, vision, ancillary benefits, paid time off, holiday pay, health savings plan, etc. Additionally, the position qualifies for the retirement plan with a 15% employer contribution.

Application Process:

Interested applicants should:
  • Complete an application found at www.plymouthtwp.org
  • Submit a resume, application and cover letter to Human Resources at humanresources@plymouthtwp.org or by drop-off in the Township Clerk department.


Equal Opportunity Employer Statement:

The Charter Township of Plymouth is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, or protected veteran status.

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