Executive Assistant II

Full-time, exempt position with the City of Saint Charles Human Resources Department.

About the Role

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 the Human Resources Director, city officials, employees, and external stakeholders, maintaining confidentiality while managing sensitive personnel and organizational information.

Preferred Candidate Attributes

• 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

Responsibilities

• 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, including serving on the employee activities committee, organizing departmental recruitment luncheons, job fairs, city gatherings, and fundraisers.
• Process all incoming documents, review material for accuracy, and translate into executive summaries for the Director's signature.
• Screen and organize incoming mail for the HR Director, ensuring timely review and accurate distribution of documents to the appropriate departments.
• Perform clerical and administrative work, including answering/screening phones, providing customer assistance, scheduling appointments, managing the HR inbox, duplicating and distributing materials to staff.
• Maintain and execute employee communications weekly to provide staff with HR-related updates.
• Provide overall administrative support to department members, help develop and set work deadlines, and use initiative to arrange for staff representation, schedule or reschedule appointments, and refuse invitations.
• Maintain calendars for the Director and the department.
• Monitor departmental budgets, process invoices, and track expenditures in accordance with city financial policies and procedures.
• Assist with recruitment and onboarding, including various testing processes and orientation preparation. Provide support to various departments in coordinating interviews, prepare and distribute notifications to candidates during and after the selection process, and conduct background checks for new hires.
• Handle travel and conference requests, arrangements, expense reports, mileage reports, subscriptions, and memberships for the Director and other office staff.
• Support front desk coverage for lunch periods, sick leave, and vacation coverage at the Lobby Information Desk.
• Continuously identify opportunities to improve administrative processes and enhance efficiency within the department.

Requirements

• High school diploma or equivalent and 7+ years of related experience required. Any combination of education and experience that provides equivalent knowledge, skills, and abilities will be considered. Degree preferred.
• Proficient in all Microsoft Office Suite applications.
• Demonstrated ability to deal with high-level contacts inside and outside the City.
• Demonstrated ability to multitask in a fast-paced, highly stressful environment.
• Requires independent judgment and initiative on assignments that are sensitive in nature.

Physical Abilities

• Ability to remain in a stationary position (seated) for extended periods while performing administrative tasks.
• Frequent use of a computer, including typing, viewing monitors, and operating standard office equipment such as printers, copiers, and multi-line phones.
• Ability to occasionally move about the office to attend meetings, access files, or interact with staff and the public.
• Ability to lift and carry light items, such as files, boxes of documents, or office supplies (typically up to 10–20 pounds).
• Ability to communicate effectively, both verbally and in writing, with a diverse range of individuals.
• Visual ability to read and review detailed documents, spreadsheets, and electronic communications.
• Manual dexterity sufficient to handle documents, operate office equipment, and perform data entry tasks.
• Some travel between locations may be required.

Pay

$62,557.79 annually.

Benefits

• Medical, dental, and voluntary vision insurance
• Life and disability insurance
• Flexible Spending Account (FSA) and Health Savings Account (HSA)
• Lagers Pension (L6 Tier) and Deferred Compensation program
• Paid vacation and holidays
• Employee Assistance Programs
• Educational benefits