Executive Assistant

Job Description

Job Description

We are looking for an experienced Executive Assistant to provide dedicated support to Human Resources leadership in Missouri. This contract-to-permanent opportunity is ideal for someone who excels in a fast-paced government environment and can balance executive coordination, confidential administration, and cross-department communication. The role plays an important part in keeping daily operations organized, supporting priority initiatives, and ensuring leaders, employees, and external contacts receive timely and effective assistance.

Responsibilities:
• Manage the Human Resources Director’s schedule by arranging appointments, organizing meetings, and preparing agendas, reports, and supporting materials for leadership discussions.
• Track departmental assignments, timelines, and follow-up items to help ensure projects and key initiatives move forward on schedule.
• Draft, edit, and finalize correspondence, presentations, policy-related documents, and other materials with close attention to accuracy, formatting, and compliance standards.
• Maintain sensitive personnel files and human resources records while safeguarding confidentiality and following applicable retention and documentation requirements.
• Support policy and program development by gathering information, researching topics, compiling data, and summarizing findings for leadership review.
• Coordinate training sessions, interview schedules, employee events, recruitment activities, and other department functions, including logistics, materials, and post-event follow-up.
• Review incoming items for executive approval, verify completeness and accuracy, and prepare concise summaries to support informed decision-making.
• Oversee internal communications and document routing by organizing mail, distributing information appropriately, and preparing regular employee updates related to HR matters.
• Assist with budget-related administrative tasks by processing invoices, monitoring expenses, and maintaining records in line with public-sector financial procedures.
• Provide additional operational support through travel coordination, expense documentation, onboarding assistance, candidate communications, screening coordination, and front desk coverage as needed.• Demonstrated experience providing high-level administrative support to senior leaders or department heads.
• Strong calendar management and executive meeting coordination skills, with the ability to manage competing priorities effectively.
• Experience arranging travel, preparing itineraries, and handling related expense reporting and logistics.
• Excellent written communication skills with the ability to prepare clear correspondence, summaries, and presentation materials.
• Proven ability to handle confidential employee or organizational information with discretion and care.
• Strong organizational skills and attention to detail in records management, document review, and deadline tracking.
• Ability to work collaboratively with internal departments, leadership, employees, and external stakeholders in a collaborative environment.