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Executive Assistant
Executive AssistantVillage of Horseheads • Horseheads, New York, United States
Executive Assistant

Executive Assistant

Village of Horseheads • Horseheads, New York, United States
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JOB OPENING ANNOUNCEMENT – Oct. 6, 2025

Job Title :                                   Executive Assistant to Village Manager

Rate of Pay :                            $48,000-50,000 annually, plus benefits

Hours of Work :                      8 : 00am-4 : 00pm Monday thru Friday

(plus 2 meetings / month in the evening)

Closing Date :                         Open  Until Filled

PROVIDE ADMINISTRATIVE AND CLERICAL SUPPORT DIRECTLY FOR :

  • VILLAGE MANAGER
  • BOARD OF TRUSTEES
  • PLANNING BOARD
  • ZONING BOARD OF APPEALS
  • Provide support to other departments as needed.

SUCCESSFUL CANDIDATE MUST POSSESS THE FOLLOWING ATTRIBUTES :

  • Highly motivated with a strong sense of initiative, eagerness to learn and excel.
  • Best suited for someone who exhibits energy, persistence, and a forward-thinking

    • mindset.

  • Must be comfortable working independently
  • Proven ability to anticipate the needs of the Manager and Village Board

    • Typical Work Activities :

    Prepare and manage agendas, resolutions, and supporting documentation, and attend the meetings for :

  • Board of Trustees (twice monthly),
  • Planning Board (once a month),
  • Zoning Board of Appeals (as needed),
  • Traffic Commission (as needed);
  • Transcribe and manage official minutes of all Boards including indexing, searching, and retrieval;
  • Prepare and maintain correspondence, documents, agreements, etc
  • Coordinate and process all planning and zoning applications :
  • Maintain personnel records, including new hires, current full time and part time staff, retirees; insuring compliance with Civil Service Commission;
  • Manage liability and property insurance requirements – including annual renewal application paperwork, additions to, subtractions from, etc.
  • Maintain automobile and equipment fleet records.
  • Prepare and submit all Village codebook updates;
  • Prepare bidding documents when necessary;
  • Administer Village website updates and additions;
  • Prepare Village newsletter – 2x / year (spring and fall)
  • Keep media apprised of meeting schedule, changes, PSA’s, public notices, etc.
  • Manage all office supplies including ordering, recordkeeping, bill reconciliation
  • Answer resident questions and concerns, fielding and directing when necessary.

    • Qualifications :

  • Graduation from high school or possession of a high school equivalency diploma

    • required;

  • 2 or 4 yr college degree in Business Management / Administration (or equivalent) preferred.
  • Five years experience as Admin. Asst or higher, preferably in a government setting .

    • Full Performance Knowledge, Skills, Abilities, and Personal Characteristics :

  • Excellent communication skills, ability to multi-task, with excellent efficiency and organization.
  • Fluent on computers with strong proficiency in Office 365 and ability to use multiple computer programs.
  • Ability to work well with the public, Village employees and elected officials
  • Sound judgment and tact.

    • Benefits

    Medical, Dental, Vision insurance plan

    Deferred Compensation (Pre-tax savings plan)

    NYS Retirement

    Qualified applicants, please submit your application to the Village Manager’s office (see below).

    Mail to : Village of Horseheads, Attention : Village Manager’s Office, 202 South Main Street,

    Horseheads, NY 14845

    For more information on the Village of Horseheads, see our website :   www.horseheads.org

    Email to :

    Salary / Compensation : $45,000 - $50,000 per year

    recblid 4ql3l37dgo057k47bssjagou0hqmf2

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    Executive Assistant • Horseheads, New York, United States

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