Executive Assistant (Project / Procurement Specialist)

Job Opportunities Use the Government Jobs tab to search through your municipality's employment opportunities. Subscribe to job posting notifications to be automatically alerted of the latest career opportunities by clicking on the Notify Me button. Town of Westford Job Description Executive Assistant (Project / Procurement Specialist) Town Manager's Office Reports To: Town Manager Department & Location: Town Manager's Office, Westford Town Hall Band/Step/Wage: $78,742 to $88,395 per yr. (dependent on qualifications/experience). This is a non-union position. Approximate Start Date: As soon as is possible Position Posted: 05/14/2026 Please reference requisition #26-587-TM. Applications will be reviewed as they are received. The position will remain open until filled. Previous Rev. Date: November 2025 Current Rev. Date: May 2026 Under the general direction of the Town Manager, the Project/Procurement Specialist provides a variety of highly responsible and confidential administrative functions for the Town Manager’s office, including providing assistance to the two Assistant Town Managers. This position requires a professional demeanor and exceptional organizational skills to ensure the effective operation of Town Manager’s office. Interpersonal skills, sound judgment, and diplomacy are essential functions of this position as it requires frequent interactions with the Select Board, other board and committee members, town staff, various governmental agencies, and the public at large. Maintaining confidentiality is imperative as the position has access to extensive amounts of highly confidential information on a town-wide basis. Administrative Responsibilities Provides exceptional customer service for the Town Manager’s office serving as the primary point-of-contact for individuals seeking various services from the department. Assists with the preparation of Select Board and other Boards and Committees meeting agendas, packets, legal notices, action taken, and meeting minutes and ensures compliance with Open Meeting Law. Assists with the development of various correspondence, abutter notices, applications, contracts, public hearing notices, and legal ads. Assists with the production of the monthly Town Manager’s newsletter and other outreach documents. Provides support and coordination in maintaining and updating the Town’s social media platforms. This includes creating and posting information on the Town’s website and social media pages, updates to the Town Manager and Select Board web pages, and assists other boards or committees, as requested. Responsible for managing the Town Manager’s office staff calendar at the Town Manager’s discretion, as well as other meetings and event coordination. Assists with the drafting and formation of Select Board policies as assigned. Provides support, including preparation and organization of materials, for Town Meeting. Answers or redirects citizen inquiries and staff questions to the appropriate staff person or department. Responsible for administering the application processes for permits and licensing, such as use of the Town Common, street closures, sandwich boards, banners, special permits, and Sunday entertainment licenses. Works with the Town Clerk’s Office to oversee the town-wide appointment process for board/committee members, including advertising vacancies, coordinating volunteer activity forms, and preparing appointment letters. Manages record retention efforts for the Select Board and Town Manager files, including indexing and archiving in accordance with records retention schedules, provides procurement-related documentation, and responds to records requests. Collects weekly Department Head time sheets for Town Manager and Assistant Town Manager approval. Coordinates accounts payable/receivable processing, including the deposit of checks and tracking revenue, and for managing office supply orders. Participates in drafting annual operational budgets for the Select Board, Town Manager, and Town Hall and tracks expenditures throughout the fiscal year. Regularly communicates with residents/vendors concerning pickup issues with trash and recycling services. Assists with the oversight of the Town’s various insurance policies, including claim processing, reviewing/updating annual fleet schedules, and participation in risk management initiatives. Coordinates the Town’s Sealer of Weights and Measures shared services contract with the coordination of inspections, invoice processing, and revenue deposits. Special Projects Responsibilities Assists with the coordination and preparation of the Annual Town Report; includes working with committees and departments to provide instructions for submissions and proofreading final documents. Provides assistance to town officials and staff on special projects, including research, compilation of specialized data, analysis, strategic planning, implementation, and technical support. Provides various project support functions for the Town Manager and Assistant Town Managers. Procurement Responsibilities Assists with the development of procurement specifications, bids, and requests for proposals for contracted goods and services. Reviews department requisitions to ensure compliance with applicable procurement statutes and obtains Select Board approval for purchases exceeding $10,000 or formal contracts. Ensures that all legal advertisements for procurements are properly prepared and completed. Manages the Town’s procurement web page, including uploading of final bid packages and related documents. Supports regional initiatives, such as exploring shared services agreements with surrounding communities as directed. Assists with the disposition of surplus supplies in accordance with town policies and procedures. Required Experience, Skills, Knowledge and Abilities: Three to five years of related experience, with prior experience in municipal administrative work preferred. Must be highly proficient in Microsoft Word and Excel and have the ability to become proficient in Munis. Proficiency with social media platforms, demonstrated professionalism, strong interpersonal and communication skills, with absolute ability to maintain confidentiality. Excellent organizational skills, detail oriented, and ability to meet deadlines and schedules for multiple projects and assignments. Must be able to interpret complicated information, make appropriate decisions, and exercise independent judgment. Excellent customer service skills with the ability to remain patient under stressful situations and work effectively with a diverse range of residents, boards/committee/vendors, employees, etc. Ability to communicate effectively, strong attention to detail with proofreading and editing skills, exceptional writing skills, and assist in problem resolution with minimum supervision. Ability to read and understand contracts, agreements, town regulations, MA General Laws, policies, and standards. Education, Training, Special Licensure/Certification Requirements: A bachelor’s degree in public administration or related field is preferred. Valid driver’s license. Contacts (boards & committees, vendors, general public, etc.): Frequent contact with town departments, Select Board, boards, committees, vendors, and the general public. Supervisory Responsibility (Include Positions Supervised): N/A Responsibility for Operating Budget: N/A Primary Physical Requirements LIFT up to 10 lbs.: F Twisting: O LIFT 10 to 50 lbs.: R Bending: O LIFT over 50 lbs.: N Squatting: O CARRY up to 10 lbs.: F Kneeling: O CARRY 10 to 50 lbs.: F (frequently up to 25 lbs) Crouching: O CARRY over 50 lbs.: N PUSH/PULL:O During a 7.5‑hour day, employees are required to sit, stand, and walk. Work surfaces include desktop/computer table, stationary and rolling office chair, carpeted & linoleum floors, stairs, elevators, streets, and sidewalks. Summary of Occupational Exposures: The position requires moderate physical effort, including the ability to see, hear, talk, walk, sit, lift, bend, reach, grasp, and perform other routine physical activities. Employees must be able to operate office equipment such as computers, calculators, telephones, printers, copiers, and fax machines. The work is primarily performed in a standard office environment that is generally quiet but may involve frequent interruptions and demands from others, requiring the ability to manage multiple tasks under time constraints. Note: The purpose of this job description is to provide an outline of the more significant work elements of the position and to organize and present the information in a standard manner. It is not intended to describe all the elements of the work that may be performed by every individual in this classification, nor should it serve as the sole basis for Human Resource decisions and actions. How to Apply: Applications will be reviewed as they are received. Position will remain open until filled. Please submit resume and cover letter by June 1, 2026 to: Please reference requisition #: 26-587-TM #J-18808-Ljbffr Westfordma