Executive Assistant II – Assistant to the Mayor

The purpose of this position is to provide professional executive-level administrative and operational support to the Mayor and manage the daily functions of the Mayor's Office. Serves as a primary liaison between the Mayor, City departments, elected officials, community organizations, and the public. Coordinates executive scheduling, communications, boards and commissions, official functions, and special assignments while exercising independent judgment, professionalism, and discretion.

Essential Duties and Responsibilities

The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.

• Manages the Mayor's calendar, including appointments, meetings, public appearances, travel, and official functions. Coordinates scheduling priorities, resolves conflicts, and assists with logistical arrangements for meetings and events.
• Serves as a primary point of contact for the Mayor's Office, responding to inquiries from residents, businesses, elected officials, governmental agencies, and community organizations. Coordinates responses, facilitates communication, and identifies matters requiring executive attention.
• Attends meetings, community events, and official functions as assigned, serving as liaison or representative of the Mayor's Office when appropriate.
• Performs general administrative duties, including answering telephone calls and emails, greeting visitors, and preparing correspondence. Composes, edits, and proofreads executive communications, memoranda, reports, briefing materials, and other official documents. Conducts research and compiles information as requested.
• Administers City boards and commissions, including applications, appointments, reappointments, resignations, vacancies, attendance tracking, membership records, and term management. Coordinates with department liaisons and prepares appointment materials for City Council.
• Coordinates administrative support for committees, task forces, and special initiatives assigned by the Mayor, including meeting arrangements, agendas, minutes, records, correspondence, and follow-up on assigned action items.
• Prepares and coordinates proclamations, certificates, awards, ceremonial gifts, and other official recognitions. Serves as the primary contact for recognition requests and coordinates related presentations and ceremonies.
• Coordinates financial administration of the Mayor's Office, including budget preparation and monitoring, invoices, purchasing, expense reports, contracts, and expenditure tracking in accordance with City policies.
• Maintains organized electronic and physical records, correspondence, administrative databases, and tracking systems. Utilizes Microsoft 365, SharePoint, and other City systems to support efficient office operations and records management.
• Maintains confidentiality, exercises sound judgment, and ensures administrative activities comply with applicable laws, City policies, records retention requirements, and established procedures.
• Performs other related duties and special assignments as directed by the Mayor or Administration.

Minimum Training and Experience Required

• Associate degree in Business Administration, Office Management, Public Administration, or a related field preferred.
• Three to five years of progressively responsible administrative experience, preferably supporting executive leadership or senior management.
• An equivalent combination of education, training, and experience may be considered.

Physical Abilities Required to Perform Essential Job Functions

• Ability to perform standard office duties, including prolonged computer use, sitting or standing for extended periods, and occasional travel to attend meetings and official events at locations within and outside the City.

How to Apply

Online employment applications can be accessed on our City Website: www.stcharlescitymo.gov

The City of Saint Charles is an Equal Opportunity Employer and participates in E-Verify