Executive Assistant

Job Description - Executive Assistant I (Comptroller's Office) (260000KG) Job Description Executive Assistant I (Comptroller's Office) - ( 260000KG ) Description Position Grade: 213G Job Type: Full-Time (Permanent) Examination Number: EX1753 Location: St. Louis, MO The Executive Assistant I performs advanced-level executive administrative and management support for the Office of the Comptroller. This position serves as a trusted professional responsible for coordinating executive office operations, managing highly confidential information, and ensuring the efficient administration of the Comptroller's daily activities, strategic initiatives, and public engagements. The incumbent exercises considerable independent judgment, discretion, and initiative while serving as a liaison between the Comptroller, City departments, elected officials, governmental agencies, community organizations, and the public. The position requires exceptional organizational, communication, analytical, and customer service skills and the ability to prioritize multiple assignments in a fast-paced governmental environment. The Executive Assistant I plans, organizes, coordinates, and monitors executive office operations while providing professional administrative support that advances the goals and objectives of the Office of the Comptroller. Essential Functions and Responsibilities Plan, organize, coordinate, and prioritize the daily operations of the Comptroller's Office to ensure efficient workflow and timely completion of assignments. Maintain and manage the Comptroller's calendar, scheduling appointments, meetings, conferences, speaking engagements and public appearances while resolving scheduling conflicts and establishing priorities. Coordinate travel arrangements, conference registrations, itineraries, lodging, transportation, and related documentation. Draft, edit, proofread, and prepare correspondence, reports, speeches, presentations, memoranda, news releases, resolutions, and other executive communications. Research, compile, analyze, and summarize information from various sources to prepare briefing materials, reports, and recommendations for executive review. Receive, screen, and prioritize telephone calls, correspondence, visitors, and inquiries requiring sound judgment, diplomacy, and discretion. Serve as liaison between the Comptroller and City departments, elected officials, governmental agencies, community organizations, vendors, and members of the public. Coordinate meetings, prepare agendas, assemble meeting materials, record action items, and monitor follow-up assignments to ensure timely completion. Organize and coordinate the Comptroller’s participation in civic events, community meetings, professional organizations, conferences, and public functions. Research and evaluate invitations, community events, sponsorship opportunities, and special appearances, providing recommendations for executive participation. Coordinate special projects and assignments involving multiple City departments and external agencies. Assist with Sunshine Law requests by coordinating records, gathering responsive documents, and communicating with appropriate staff. Coordinate website postings and assist in maintaining accurate public information for the Office. Provide executive administrative support to management and serve as primary backup for administrative support staff during absences or peak workloads. Assist with coordinating selection committees, interviews, orientation activities, and other administrative functions as assigned. Assist with temporary staff, interns, volunteers, or administrative support personnel as assigned. Maintain confidential personnel, legal, financial, and executive records in accordance with applicable laws and City policies. Prepare and maintain reports, databases, spreadsheets, and tracking systems used to monitor executive initiatives and office operations. Exercise independent judgment in responding to inquiries, resolving administrative issues, and recommending solutions consistent with established policies. Perform related duties and special projects as assigned. Assist as back-up for the Board of Estimate and Apportionment Secretary. Knowledge, Skills and Abilities Extensive knowledge of executive office administration, governmental operations, and professional office management practices. Advanced proficiency in Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint), Google Workspace, document management systems, and virtual meeting platforms. Ability to prepare professional correspondence, reports, speeches, presentations, and executive-level documents. Ability to establish and maintain effective working relationships with elected officials, executive leadership, employees, governmental agencies, community organizations, and the public. Ability to maintain the highest degree of confidentiality and exercise discretion when handling sensitive personnel, financial, legal, and executive information. Ability to interpret and apply City ordinances, administrative regulations, departmental policies, and applicable laws. Ability to coordinate special events, executive meetings, travel arrangements, and public engagements. Ability to supervise and coordinate the work of administrative support personnel as assigned. Strong organizational and time-management skills with exceptional attention to detail. Ability to adapt to changing priorities and work effectively under pressure. Demonstrated professionalism, integrity, dependability, and commitment to public service. Data Utilization: Requires the ability to perform mid to upper-level data analysis including the ability to coordinate, strategize, systemize and correlate, using discretion in determining time, place and/or sequence of operations within an organizational framework. Requires the ability to implement decisions based on such data, and overseeing the execution of these decisions. Human Interaction: Requires the ability to persuade, convince, influence, train and monitor, in favor of a desired outcome Equipment, Machinery, Tools and Materials Use: Requires the ability to operate, maneuver and/or provide simple but continuous adjustment on equipment, machinery and tools such as computer terminal, telephone, calculator, photocopier, fax machine and/or materials used in performing essential functions. Verbal Aptitude: Requires the ability to utilize a variety of reference, descriptive and advisory data and information such as financial statements, budgets, contracts, bid specifications, press releases, city charter, ordinances, statutes, various policies, master plans, program reports, procedures, guidelines and non-routine correspondence. Mathematical Aptitude: Requires the ability to perform addition, subtraction, multiplication and division; calculate percentage and decimals; develop and interpret descriptive and inferential statistical reports. Functional Reasoning: Requires the ability to apply principles of logical or synthesis functions involving planning and directing of interrelated activities or multiple departments. Ability to deal with several concrete and abstract variables in working out approaches to major problems. Situational Reasoning: Requires the ability to exercise the judgment, decisiveness and creativity required in situations involving the direction, control and planning of an entire program or multiple programs. Environmental Factors: Work is normally performed in an office environment under generally safe and comfortable conditions where exposure to irate individuals poses a very limited risk of injury. Physical Requirements: None Sensory Requirements: Requires the ability to recognize and identify individual characteristics of shapes to clearly distinguish objects and sounds to communicate with others. Ability to sustain prolonged visual concentration. Qualifications A Bachelor’s degree in Business or Public Administration, social sciences, or a related field; plus three years of providing administrative and/or managerial support to senior management or executive leadership. OR an equivalent combination of education, training, and experience. Qualifying experience must include analyzing, developing and recommending programs, policies and procedures and advising the department head or chief executive officer on management and policy issues. Preferences At least three years of progressively responsible executive administrative or management support experience within a governmental, public sector, or executive office environment. Scoring Components and Their Weights Experience and Training: 100% May be Subject to: Background Investigation: Pass/Fail Medical Examination: Pass/Fail Documentation of Academic Credentials must be Submitted Upon Request City of St. Louis City Hall 1200 Market Street Saint Louis, MO 63103 #J-18808-Ljbffr