Executive Assistant Position Available In Dauphin, Pennsylvania

Executive Assistant Swatara Township Authority Harrisburg, PA 17109 Swatara Township Authority is seeking an Executive Assistant.

Position Overview:

The Executive Assistant is responsible for providing high-level administrative support to the Township Manager, Swatara Township Board of Commissioners, Stormwater Authority and Swatara Township Sewer Authority. This position manages the overall efficiency of the township, ensures consistent workflows, and implements best practices to support township operations. The Executive Assistant will act as a key liaison between department heads, executive leadership, and administrative personnel, ensuring seamless communication and organizational effectiveness.

Key Responsibilities:

Executive Support:

Provide direct administrative support to the Township Manager, Swatara Township Board of Commissioners, Stormwater Authority and the Sewer Authority Board including coordinating meetings, and preparing reports, presentations, and other materials. Act as the point of contact between executive leadership and township departments, facilitating effective communication and task management. Manage special projects as assigned by the Board of Commissioners, ensuring timely completion and budget adherence. Handle confidential information with the utmost discretion.

Administrative Oversight:

Ensure consistency in administrative processes, including record-keeping, correspondence management, scheduling, and reporting. Provide training and support to the administrative staff to improve productivity and maintain high standards of service. Monitor the status of ongoing projects and ensure administrative tasks are completed accurately and on time.

Meeting & Event Coordination:

Assist in planning and organizing meetings for executive leadership, including township meetings, public hearings, and internal staff meetings. Coordinate special events, town halls, or public forums, ensuring smooth logistics and communication.

Board & Authority Support:

Prepare agendas, reports, and documentation for Board of Commissioners meetings, Stormwater Authority meetings, and Sewer Authority meetings. Attend public meetings, provide guidance, information, and recommendations as requested by elected officials. Ensure that action items from board meetings are promptly addressed, implemented, and communicated to all stakeholders. Act as the liaison between the Board of Commissioners, authorities, and township staff, ensuring effective communication and the execution of directives.

Policy Development & Compliance:

Develop administrative policies and procedures that enhance efficiency and ensure compliance with township regulations and best practices. Maintain comprehensive and organized records for all administrative functions, including correspondence, contracts, reports, and other documentation. Ensure compliance with internal policies regarding the handling of sensitive information and confidentiality.

Communication & Liaison:

Serve as a key point of contact for communication between the Board of Commissioners, Stormwater Authority, Sewer Authority, and the public. Oversee public communications, press releases, and community outreach initiatives related to township and utility matters. Address constituent concerns and inquiries, providing timely and accurate responses to residents and stakeholders. Coordinate public engagement efforts to increase transparency and community involvement in township governance.

Office Management & Budget Support:

Oversee the procurement and inventory management of office supplies and equipment, ensuring that all departments are adequately stocked. Assist with budgeting and expense tracking for the administrative department, ensuring adherence to financial policies. Monitor office operations to ensure a productive and efficient work environment for all administrative staff.

Qualifications:

Bachelor’s degree in Business Administration, Public Administration, or a related field is preferred. Minimum of 5 years of experience in an administrative or executive support role. Strong leadership and organizational skills, with a proven ability to manage multiple priorities and teams. Excellent verbal and written communication skills. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office management software. Ability to handle sensitive information with discretion and maintain confidentiality. Strong interpersonal skills and the ability to build effective working relationships with staff, executives, and external partners. Detail-oriented and highly organized, with a proactive approach to problem-solving.

Job Type:

Full-time Benefits:

Dental insurance Health insurance Life insurance Paid time off Vision insurance

Schedule:

8 hour shift Day shift Monday to

Friday Work Location:

In person