Executive Assistant

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:  rbaer@horseheads.org

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

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