Executive Assistant

POSITION SUMMARY

The Executive Administrative Assistant provides high-level administrative support to the City Manager and the senior leadership team within the City Manager’s Office, including two Deputy City Managers. Serving as the office coordinator and a key point of contact for internal and external stakeholders, this role is also the first-line customer service representative for the City Manager’s Office. 

Thispositionis responsible foroverseeing the daily administrative functions of the City Manager’s office while handling complex, high-level tasks such as conducting in-depth research, drafting reports and memoranda, preparing professional presentations, and distilling critical information tosupportdecision-making. Success in this role requires exceptional tact, discretion, and diplomacy, as well as initiative, sound independent judgment, and a comprehensive understanding of City operations and administrativeprocedures.

This position’s classification is distinguished from other administrative roles by the scope and complexity of its responsibilities, requiring deep knowledge of City functions and the ability tooperatewitha high levelof independence, discretion, and judgment on matters of substantial significance.

City of Webster Groves Total Rewards

At the City of Webster Groves,we’reproud to invest in our people by offering a comprehensive and rewarding benefits package that goes far beyond a paycheck. From top-tier health and wellness programs to retirement savings plans, plus free access to our outstanding Parks and Recreation facilities and a variety ofadditionalperks,we’recommitted to supporting your well-being—both on and off the job.?

ESSENTIAL FUNCTIONS

The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. To perform this job successfully, an individual must be able to perform each duty satisfactorily. Other duties may be required and assigned.

1. Perform a wide range of highly responsible, confidential, and technically complex administrative office duties for the City Manager, Deputy City Managers, or their designees.
2. Become familiar and adept with explaining various programs, policies, and activities, referring sensitive and controversial issues to executive/management staff as appropriate.
3. Coordinate scheduling and logistics for the City Manager and Deputy City Managers, including appointments, room reservations, agenda preparation, and travel arrangements. 
4. Manage the planning and organization of meetings, special events as assigned. 
5. Serve as the contact and liaison for assigned functions and programs with other City departments and staff, the general public, outside agencies, and organizations.
6. Perform a variety of special projects and research assignments as assigned by the City Manager, Deputy City Managers, or designees.
7. Create, organize, manage, maintain, copy, and/or scan a variety of files and records, manuals, resource materials, and confidential files as assigned.
8. Prepare reports as needed. Compose, edit, and proofread confidential correspondence, reports, and other complex documents to ensure accuracy and professionalism. 
9. Occasionally attend City Council or other evening meetings to take minutes or perform other functions as assigned.
10. Occasionally provide backup support for website content updates to maintain current and relevant information.
11. May be assigned as a staff liaison for a City Board or Commission.
12. May supervise and oversee assigned administrative/office support staff.
13. May support other Department Directors as needed with special projects.
14. Perform related duties as assigned.