Executive Assistant II – Assistant to the Mayor

City of St. Charles, MO; Saint Charles (MO); On-site; USD 53,000 - 72,000; Full time

Job summary

City of Saint Charles is seeking an Executive Assistant II – Assistant to the Mayor to provide executive-level administrative support to the Mayor and manage the Mayor's Office daily operations.

Primary duties include calendar management, coordinating boards/commissions, and serving as a liaison with departments, officials, and the public. A strong administrative background and discretion are essential for success.

Qualifications

• 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.

Responsibilities

• Manages the Mayor's calendar, including appointments, meetings, public appearances, travel, and official functions.
• Serves as a primary point of contact for the Mayor's Office and coordinates responses to inquiries.
• Attends meetings and official functions as assigned, serving as liaison for the Mayor's Office.
• Performs general administrative duties including correspondence, drafting materials, and research.
• Administers City boards and commissions, including appointments and records management.
• Coordinates support for committees and special initiatives assigned by the Mayor.
• Prepares proclamations, certificates, and ceremonial recognitions; coordinates related presentations.
• Manages financial administration of the Mayor's Office, including budget preparation and expenditure tracking.
• Maintains organized records and uses Microsoft 365, SharePoint, and City systems for operations.

Skills

Executive support

Microsoft 365

SharePoint

Education

Associate degree (Business Administration / Office Management / Public Administration)

Tools

Microsoft 365

SharePoint

Job description

Title

Executive Assistant II – Assistant to the Mayor

Job Title

Executive Assistant II – Assistant to the Mayor

Department

Mayor Office

Posting Date

November 4, 2026

Closing Date for Resumes/Applications

Open Until Filled

Salary

$62,557.79/ Annually

Comprehensive, Cost Effective Benefits Package

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.

Exempt/Non-exempt

Non- Exempt

Status

Full time

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.

Equal Employment Opportunity

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