Executive Assistant II

Job Details

• Job Title: Executive Assistant II
• Department: Human Resources
• Posting Date: August 18, 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: Exempt
• Status: Full time

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.

• 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

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.

• 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…