Executive Assistant II (Comptroller's Office

Overview

Executive Assistant II (Comptroller's Office) – Full-Time (Permanent).

Location:

Downtown - St. Louis, MO. Position Grade: 216M. Examination Number: EX1694.

The Executive Assistant II serves as the senior executive administrative and operations manager for the Office of the Comptroller. Working under the general direction of the Comptroller, this position provides executive-level leadership in managing the daily operations of the Executive Office while serving as a trusted advisor and representative of the Comptroller. This role exercises independent judgment, discretion, diplomacy, and decision-making authority in coordinating executive initiatives, legislative affairs, public relations, intergovernmental communications, and special projects involving City departments, elected officials, governmental agencies, community organizations, and the public.

It functions as the Executive Office Manager and serves as the principal liaison between the Comptroller, Deputy Comptrollers, senior management, governmental officials, the Board of Estimate and Apportionment, City departments, community stakeholders, and legislative bodies.

Essential Functions and Responsibilities:

• Direct and manage the daily operations of the Comptroller's Executive Office.
• Coordinate executive priorities and strategic initiatives on behalf of the Comptroller.
• Serve as Executive Office Manager ensuring efficient workflow and high-quality customer service.
• Recommend improvements to executive office policies, procedures, and operational efficiencies.
• Exercise considerable independent judgment in resolving complex administrative and operational issues.

Supervision

• Supervise the Executive Assistant I and the Board of Estimate and Apportionment Secretary.
• Assign, prioritize, monitor, and evaluate work assignments.
• Provide coaching, mentoring, and performance feedback.
• Ensure continuity of Executive Office operations during staff absences.
• Serve as primary backup for both the Executive Assistant I and the Board of Estimate and Apportionment Secretary.
• Serve as the Comptroller's legislative liaison by monitoring agendas and legislative activity affecting the Office, coordinating responses, research, and briefing materials, and preparing summaries and recommendations.
• Coordinate requests from elected officials and represent the Comptroller during legislative meetings when appropriate.
• Monitor legislation affecting finance, auditing, pensions, taxation, procurement, personnel, and municipal operations.
• Conduct research and policy analysis to support executive decisions-making and prepare briefing memoranda on municipal finance, legislation, and public policy.

Executive Representation

• Represent the Comptroller at meetings, committee meetings, conferences, civic functions, neighborhood meetings, and governmental events.
• Attend public meetings when the Comptroller is unavailable and present information as directed.
• Serve as liaison with elected officials, community organizations, business leaders, and governmental agencies.
• Maintain positive working relationships with City leadership and outside stakeholders.

Strategic Projects

• Coordinate executive projects involving multiple divisions and departments.
• Work with the Deputy Comptrollers to develop and implement strategic initiatives.
• Monitor project progress and ensure deadlines are achieved.
• Prepare executive reports and recommendations.

Executive Administration

• Coordinate the Comptroller's executive calendar and long-range scheduling.
• Review competing priorities and recommend scheduling adjustments.
• Prepare executive briefing books for meetings.
• Draft speeches, presentations, resolutions, correspondence, reports, and executive communications.
• Coordinate travel, conferences, and official appearances.

Office Management

• Direct executive office administrative operations.
• Develop office procedures and workflow improvements.
• Ensure proper handling of confidential information.
• Oversee office purchasing and administrative resources.
• Coordinate executive office budget-related administrative functions.

Public Relations

• Research community events and recommend participation opportunities.
• Coordinate public appearances and…