Executive Assistant II

City of St. Charles, MO • Saint Charles, MO

1d • Onsite

About The Position

The City of Saint Charles Human Resources Department is seeking a dedicated and service-oriented Executive Assistant II to join our team. The Executive Assistant II provides high-level administrative and operational support to the Human Resources Director, ensuring the efficient coordination of departmental activities, communications, and strategic initiatives. This position serves as a key liaison between Human Resources Director, city officials, employees, and external stakeholders, maintaining confidentiality while managing sensitive personnel and organizational information.

Requirements

• High school diploma or equivalent and 7+ years of related experience required.
• Any combination of education and experience that provides equivalent knowledge, skills, and abilities will be considered.
• Proficient in all Microsoft Office Suite applications.
• Demonstrated ability to deal with high level contacts inside and outside the City.
• Demonstrated ability to multitask in a fast paced highly stressful environment.
• Requires independent judgment and initiative on assignments that are sensitive in nature.

Nice To Haves

• Degree preferred.
• Customer service expert providing a welcoming environment and effectively connecting customers to services
• Team player willing to collaborate, learn and assist others
• Expert time manager able to prioritize, schedule and adjust to changing needs
• Proactive-thinker able to anticipate executive and departmental needs
• Problem-solver finding solutions as issues arise
• Continuous improvement mindset willing to change processes and systems for improved outcomes
• Accountability focus for personal job duties and departmental performance

Responsibilities

• Provide advanced administrative support to the Human Resources Director and senior leadership, including calendar management, meeting coordination, and preparation of agendas, reports, and briefing materials.
• Serve as a primary point of contact for internal and external stakeholders, exercising discretion and professionalism when handling sensitive and confidential personnel matters.
• Coordinate and track departmental projects, initiatives, and deadlines to ensure timely completion and alignment with Human Resources priorities.
• Prepare, review, and edit a variety of documents, including correspondence, policies, reports, and presentations, ensuring accuracy and compliance with applicable regulations and city standards.
• Maintain and organize confidential employee records, files, and HR documentation in accordance with legal requirements and records retention policies.
• Assist in the development and implementation of HR policies, procedures, and programs by conducting research, compiling data, and preparing recommendations or summaries for leadership review.
• Coordinate meetings, training sessions, and events, including logistics, materials preparation, and follow-up actions. Plan and coordinate special events/meetings as needed. To include serving on employee activities committee, organize departmental recruitment luncheons, job fairs, city gatherings and fundraisers.
• Process all incoming documents, review all material for accuracy that comes into the office for the Director's signature and translate into executive summary.
• Screen and organize incoming mail for the HR Director, ensuring timely review and accurate distribution of documents to the appropriate departments.
• Performs clerical and administrative work in answering/screening phones, providing customer assistance, schedules appointments, managing HR inbox, duplicates and distributes materials to all staff.
• Maintain and execute employee communications weekly to provide staff with HR related updates.
• Provides overall administrative support to members of department. Helps develop and sets work deadlines. Uses initiative to arrange for staff members to represent the organization, schedules or reschedules appointments, refuse invitations. Maintains calendar for Director as well as the department.
• Monitor departmental budgets, process invoices, and track expenditures in accordance with city financial policies and procedures.
• Assist with recruitment and onboarding to include various testing processes and orientation prep. Provides support to various departments in coordinating interviews, prepares and distributes notifications to candidates during and after the selection process. Conduct background checks for new hires, etc.
• Handles travel & conference requests, arrangements, expense reports, mileage reports, subscriptions and memberships for Director and other office staff.
• Supports Front Desk Coverage schedule for lunch period, sick and vacation coverage at the Lobby Information Desk.
• Continuously identify opportunities to improve administrative processes and enhance efficiency within the department.

Benefits

• Medical, Dental, Voluntary Vision, Life and Disability Insurance; FSA; HSA; Lagers Pension- L6 Tier and Deferred Compensation program; Paid Vacation; Paid Holidays; Employee Assistance Programs and Educational Benefits.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: High school or GED