Executive Assistant

The Middlesex Sheriff’s Office will be considering applicants
for the following employment opportunity:

Executive Assistant

The Middlesex Sheriff’s Office (“MSO”) is seeking a qualified professional for the position of Executive Assistant (“Assistant”) to work as part of Administrative team in the Middlesex Jail and House of Correction located in Billerica, MA. Under the general direction of the four (4) Assistant Superintendents of Security, Operations and Program Services, the Assistant is responsible for performing all necessary administrative duties as assigned by all four (4) Assistant Superintendents. The hours of work will be 8:00a.m. to 6:00p.m. flex, Monday through Friday. The Assistant may be required to work weekends and holidays depending on the needs of management. The hours of work and days off are subject to change and based on the discretion of management. This is a full-time, at-will employment position that is not eligible for OT.

Additional responsibilities of the Assistant include, but are not limited, to the following :

• Scheduling both in-person and virtual meetings for all Assistant Superintendents;
• Ensuring all external meeting attendees have completed a security clearance form prior to scheduled meeting;
• Answering phone calls and forwarding them to the appropriate individuals; provide backup at front reception desk phones when needed;
• Typing documents, organizing and maintaining files and handling inter-office materials;
• Placing purchase requisition in Middlesex Sheriff’s Office purchasing system for all departments;
• Receiving orders when items have been delivered;
• Assisting with any needed travel coordination with the purchasing department;
• Assisting with tour coordination at the MJHOC;
• Attending meetings and processing minutes and notes for the Assistant Superintendents;
• Assisting with office coverage for the Superintendent’s Executive Assistant when unavailable;
• Facilitating the daily operations meetings when the Superintendent’s Executive Assistant is not available;
• Collecting timesheets from all Assistant Superintendent’s and obtaining approval signature by the Superintendent and then submit to payroll;
• Assisting with the facilitation of training request forms;
• Completing catering request forms for various departments;
• Producing specific Offender Management System (“OMS”) reports when requested;
• Performing and/or assisting in other duties as required by the Assistant Superintendents or designees.

Working Conditions:
The hours of work will be 9:00a.m. to 5:00p.m. on Monday through Friday and subject to change based on the discretion of management. May need to occasionally work weekends, nights, holidays (if necessary) and may be required to occasionally work over 8 hours depending on needs within the Executive Office. The individual selected for the position of Executive Assistant must be cognizant of the confidential and sensitive nature of a law enforcement agency and financial information. The individual selected for the position of Executive Assistant must also comply with all institutional rules regarding safety and security.

Qualifications:

• Bachelor’s Degree preferred;
• Prior executive assistant experience in the public sector preferred;
• Strong customer service skills and able to solve problems and deescalate situations in a timely manner;
• Superb conflict resolution and diplomacy skills;
• Strong research and analytical skills;
• Exceptional phone etiquette and active listening skills;
• Ability to build collaborative relationships with internal and external stakeholders;
• Must be able to work independently in a fast-paced environment, oriented, able to handle a large volume of work and pay close attention to detail;
• Strong oral, written, organizational and time management skills with the ability to maintain comprehensive and cohesive records;
• Proficient in Microsoft Excel, PowerPoint and Word.

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. Must have an active valid driver’s license, the right to legally operate a motor vehicle in Massachusetts and pass a criminal background check, which includes medical, drug (including marijuana) and psychological screenings.

Salary: Starting annual base salary is $78,428.32 plus additional incentives, bonuses and employment benefits. Interested candidates can review this job posting at and may submit a cover letter and resume via email to [email protected] .

Submissions must be received by August 8, 2025 at 5:00p.m.

The Middlesex Sheriff’s Office is an equal opportunity employer