Executive Assistant II – Assistant to the Mayor

City of St. Charles, MO•Saint 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 position 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, exercising independent judgment, professionalism, and discretion.

Requirements

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

Nice To Haves

Associate degree in Business Administration, Office Management, Public Administration, or a related field is preferred.

Responsibilities

Manage the Mayor’s calendar, including appointments, meetings, public appearances, travel, and official functions; coordinate scheduling 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, preparing correspondence, editing and proofreading executive communications and official documents, conducting research, and compiling information.
Administer City boards and commissions, including applications, appointments, reappointments, resignations, vacancies, attendance tracking, membership records, term management, coordination with department liaisons, and preparation of 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; handle recognition requests and coordinate presentations and ceremonies.
Coordinate financial administration for the Mayor’s Office, 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.