Executive Assistant ; Comptroller's Office

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.

• 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…