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Open Position

1/17/2026 - Executive Assistant to the First Selectman

TITLE: Executive Assistant to the First Selectman
DEPARTMENT: Selectman
REPORTS TO: First Selectman
FLSA STATUS: Exempt
Salary:  $65,000-$68,000

 

POSITION SUMMARY

The Executive Assistant to the First Selectman provides high-level executive support to the First Selectman while serving as the Town’s primary administrator for human resources functions. This position combines confidential executive assistance with town-wide responsibility for personnel administration, employee relations, compliance, and organizational coordination.

The role functions as a central point of continuity within Town Hall, ensuring effective communication between the First Selectman, departments, boards and commissions, employees, and the public. The position requires sound judgment, discretion, and the ability to manage sensitive matters while supporting efficient municipal operations.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Executive Assistant to the First Selectman

  • Provide comprehensive, confidential administrative support to the First Selectman, including scheduling, correspondence, meeting preparation, and document management.
  • Serve as a key liaison between the First Selectman’s Office and town departments, boards, commissions, residents, and external stakeholders.
  • Prepare agendas, minutes, executive correspondence, reports, and briefing materials.
  • Screen calls, visitors, and correspondence; respond to inquiries or refer matters as appropriate.
  • Coordinate Board of Selectmen meetings and executive-level meetings, including follow-up on action items.
  • Manage records, files, and correspondence in accordance with FOIA and public records requirements.
  • Assist with special projects, policy initiatives, and executive priorities as directed by the First Selectman.
  • Assist with human resources functions for the Town in compliance with municipal, state, and federal regulations, as appropriate.
  • Works with First Selectman to develop, implement, and maintain personnel policies and procedures.
  • Coordinate recruitment, hiring, onboarding, and employee separations.
  • Advise the First Selectman and department heads on employee relations, performance management, disciplinary matters, and workplace investigations.
  • Administer employee benefits, including health insurance, retirement plans, workers’ compensation, and leave programs.
  • Works with First Selectman and labor attorney to ensure compliance with FMLA, FLSA, OSHA, CMERS, union contracts, and all required reporting obligations.
  • Maintain accurate, confidential personnel records.
  • Payroll administration and audits in coordination with Finance.
  • Support labor relations activities, including contract administration and collective bargaining preparation.
  • Coordinate employee training, professional development, and wellness initiatives.

Municipal Administration & Coordination

  • Support efficient day-to-day administrative operations of Town Hall.
  • Serve as a central point of coordination to ensure clear communication and efficient administrative processes across departments.
  • Maintain working relationships with legal counsel, vendors, consultants, and outside agencies.
  • Ensure professionalism, consistency, and confidentiality in all matters.
  • All other duties assigned by the First Selectman and or his/her designee.

Grant Administration

  • Research and identify federal, state, and private grant opportunities relevant to municipal needs and priorities.
  • Collaborate with department heads and the Grant Committee to assess funding needs and project readiness.
  • Prepare, write, and submit high-quality grant proposals, letters of intent, and supporting documentation.
  • Coordinate collection of required data, narratives, budgets, and attachments for grant applications.
  • Track grant submission deadlines, award notifications, and reporting requirements.
  • Assist with grant administration, including progress reports, compliance documentation, and closeout materials.
  • Maintain organized records of grant opportunities, submissions, awards, and outcomes.
  • Communicate with funding agencies as needed regarding applications and reporting requirements.

QUALIFICATIONS, KNOWLEDGE, SKILLS, AND ABILITIES

Education and Experience

  • Bachelor’s degree in Business , Public Administration, Human Resources, or a related field preferred.
  • Minimum of three (3) years of experience in executive administration, human resources, municipal administration, or a related field.
  • Prior experience in local government strongly preferred.

Knowledge of

  • Municipal government operations and public-sector personnel practices preferred.
  • Federal, state, and local employment laws and regulations.
  • Labor relations and collective bargaining environments.
  • FOIA and public records requirements.

Skills and Abilities

  • Strong organizational, analytical, and problem-solving skills.
  • Excellent written and verbal communication abilities.
  • High degree of professionalism, discretion, and judgment.
  • Ability to manage multiple priorities and deadlines in a dynamic municipal environment.
  • Proficiency in Microsoft Office, HRIS/payroll systems, and municipal software preferred.

WORK ENVIRONMENT AND SCHEDULE

  • Position is based at Town Hall and requires regular interaction with elected officials, employees, and the public.
  • Standard business hours with some evening meetings, special events, or emergency situations as needed.
  • Occasional travel for training or municipal business may be required.

OTHER

  • All other duties or assignments directed by the First Selectman or her designee