Executive Assistant

Upper Allen Township is seeking a highly organized, proactive Executive Assistant who enjoys variability from day to day and adapts to changing priorities. This role serves as a trusted partner to executive leadership and elected officials, ensuring critical tasks are completed with accuracy, discretion, and exceptional follow-through.

About the role

As an integral part of our team, you will support and maintain the daily function of the Township administrative offices. If you're known for anticipating needs, solving problems before they grow, communicating openly, and handling confidential information with integrity, we'd love to meet you.

Responsibilities

• Provides high-level administrative support to the executive leadership and Commissioners by coordinating office operations efficiently and effectively.
• Drafts, types, proofreads, and processes a wide range of complex and confidential correspondence and reports.
• Coordinates the Township Manager’s schedule and calendar, preparing all necessary materials and information timely.
• Maintains and organizes multiple filing systems, including confidential records. Retrieves and researches documents as needed and routes specialized requests to the appropriate staff or departments.
• Prepares Board of Commissioners meeting packets, including staff reports and departmental updates.
• Attends Board of Commissioners meetings and serves as Recording Secretary by preparing agendas, assembling materials, recording minutes, and coordinating follow-up actions and correspondence.
• Drafts, proofreads, and finalizes meeting minutes following each Board meeting.
• Maintains complete and accurate records of Board activities and researches historical minutes and documents to support information requests from Commissioners and Township staff.
• Assists with the coordination of public events, arranging speaker series, and community events. Coordinates with other parties including state representatives, vendors, and honored guests. Handles post-event communications and follow-up.
• Serves as the primary point of contact for the Township website, social media pages (Facebook and Instagram), and the quarterly resident newsletter. Assists with the maintenance of the social media accounts and website including updates and scheduled changes for all Township departments.
• Assists with the planning and promotion of programs and events; supports the committees comprised of resident volunteers.
• Assists with the planning, design, and publishing of the quarterly newsletter, working with department heads to compile content into a comprehensive resident publication. Coordinates with print partners for newsletter production and mailing.
• Obtains and maintains a Pennsylvania Public Notary commission.
• Serves as the backup Open Records Officer in accordance with State guidelines, as needed.
• Performs other related duties as assigned.

Requirements

• High school diploma or GED required; Associate degree or higher in Business Administration, Public Administration, Office Administration, Communications, or a related field, preferred.
• 5 years of executive-level administrative support required; in a government, law, finance, or related field highly preferred.
• Possession of a valid PA Notary Public commission, or ability to obtain within 6 months of hire.
• Ability to attend evening Board of Commissioners' meetings regularly.
• Strong written and verbal communication skills, must be comfortable speaking at length with residents and the public, stakeholders, and elected officials.
• Exceptional organizational and project management abilities with a proven ability to manage multiple competing priorities.