Executive Assistant II – Assistant to the Mayor

St. Charles, MO•St Charles, MO

About The Position

The Executive Assistant II provides professional executive-level administrative and operational support to the Mayor and manages the daily functions of the Mayor’s Office. The role serves as a primary liaison between the Mayor, City departments, elected officials, community organizations, and the public. It coordinates executive scheduling, communications, boards and commissions, official functions, and special assignments while exercising independent judgment, professionalism, and discretion.

Requirements

Three to five years of progressively responsible administrative experience.
An equivalent combination of education, training, and experience may be considered.
Ability to perform standard office duties, including prolonged computer use and sitting or standing for extended periods.
Ability to travel occasionally to meetings and official events at locations within and outside the City.

Nice To Haves

Associate degree in Business Administration, Office Management, Public Administration, or a related field.
Experience supporting executive leadership or senior management.

Responsibilities

Manage the Mayor’s calendar, including appointments, meetings, public appearances, travel, and official functions; coordinate priorities, resolve conflicts, and arrange meeting and event logistics.
Serve as a primary point of contact for the Mayor’s Office, respond to inquiries, coordinate responses, facilitate communication, and identify matters requiring executive attention.
Attend meetings, community events, and official functions as assigned, serving as a liaison or representative of the Mayor’s Office when appropriate.
Perform general administrative duties, including answering calls and emails, greeting visitors, and preparing correspondence.
Compose, edit, and proofread executive communications, memoranda, reports, briefing materials, and other official documents; conduct research and compile information as requested.
Administer City boards and commissions, including applications, appointments, reappointments, resignations, vacancies, attendance tracking, membership records, and term management.
Coordinate with department liaisons and prepare appointment materials for City Council.
Coordinate administrative support for committees, task forces, and special initiatives, including meeting arrangements, agendas, minutes, records, correspondence, and follow-up on action items.
Prepare and coordinate proclamations, certificates, awards, ceremonial gifts, and other official recognitions; serve as the primary contact for recognition requests and coordinate presentations and ceremonies.
Coordinate the Mayor’s Office financial administration, including budget preparation and monitoring, invoices, purchasing, expense reports, contracts, and expenditure tracking in accordance with City policies.
Maintain organized electronic and physical records, correspondence, administrative databases, and tracking systems; use Microsoft 365, SharePoint, and other City systems to support office operations and records management.
Maintain confidentiality, exercise sound judgment, and ensure administrative activities comply with applicable laws, City policies, records retention requirements, and established procedures.
Perform other related duties and special assignments as directed by the Mayor or Administration.