Executive Administrative Assistant

The Norfolk County Sheriff’s Office is seeking a highly skilled and detail-oriented Executive Administrative Assistant to provide executive-level administrative and secretarial support to the Executive Staff Office. This role involves managing confidential departmental information, handling communications, organizing office procedures, maintaining records, preparing reports, drafting correspondence, scheduling appointments, and coordinating meetings. The successful candidate must demonstrate a high level of professionalism, discretion, initiative, and decision-making ability. This position reports directly to the Chief of Staff or their designee.

STATEMENT OF RESPONSIBILITIES:
(The following duties are illustrative and do not encompass all responsibilities of the position. Additional tasks may be assigned as necessary.)

• Provide comprehensive administrative and secretarial support to the Executive and/or management staff.
• Screen visitors and telephone calls, directing inquiries appropriately, drafting correspondence, and addressing general inquiries or complaints.
• Maintain and manage executive calendars, scheduling meetings and coordinating appointments.
• Prepare, review, and distribute correspondence and documents for signature and dissemination.
• Maintain organized filing systems, including administrative records, financial documentation, union contracts, emergency plans, and contact databases.
• Conduct research and provide relevant information as required, ensuring inquiries regarding technical or specialized matters are referred to appropriate personnel.
• Oversee office accounts, including purchase requisitions, expense tracking, account reconciliation, and procurement of supplies and services.
• Assist in managing projects and performing related research as needed.
• Record and transcribe meeting minutes as required.
• Perform additional duties as assigned by the Executive Staff.

(The Sheriff of Norfolk County reserves the right to modify these responsibilities as needed.)

WORK ENVIRONMENT:

• Work is conducted in a standard office setting with moderate noise levels. Business dress required.
• May be required to work outside normal business hours to attend meetings or events.
• Operates various office equipment including computers, telephones, fax machines, copiers, printers, calculators, and specialized software such as Aestiva, Jiva Soft, OMS, PowerDMS, and CAMIS.
• Frequent interaction with the public, various Norfolk County Sheriff’s Office departments, officials, and State and Federal agencies through in-person meetings, telephone conversations, and email correspondence.
• Access to highly sensitive and confidential information.
• Responsibilities require the ability to analyze and evaluate information, applying appropriate judgment and professional office protocols within established policies and r