Office Manager and Executive Assistant to the Chief Operating Officer

Position Summary

The Mayor's Office is seeking a highly qualified executive support professional to serve as Office Manager and Executive Assistant to the Chief Operating Officer (COO). This dual-function role serves as a key operational anchor for the Mayor's Office, responsible for high-level executive administration, office operations and logistics, payroll coordination, and interdepartmental liaison services.

Key Duties and Responsibilities

Executive Support to the COO (40%)

• Provide comprehensive executive and administrative support to the Chief Operating Officer and Deputy, including managing complex calendars, scheduling meetings, prioritizing daily requests, and ensuring optimal time management.
• Receive, review, and organize documentation for monthly Estimate & Apportionment (E&A) meetings; schedule pre-E&A sessions and deliver required records to the E&A secretary within set deadlines.
• Facilitate full execution of Mayor’s Office contracts and maintain effective working relationships with administrative personnel across all municipal departments.

Office Management & Administration (30%)

• Manage the Mayor’s Office Budget. Monitor accounts to maintain expenditures within allocated limits, collaborating with the Chief of Staff to transfer funds as required.
• Procure office supplies and process invoice payments using Oracle financial systems.
• Oversee physical security access, key distribution, and facility maintenance requests (carpenters, electricians, plumbing, painting) for the Mayor’s Suite.
• Serve as the designated Notary Public for the office.

Payroll & Personnel Coordination (30%)

• Manage onboarding paperwork and Oracle entry for new Mayor's Office employees and mayoral appointees, liaising with the Department of Personnel (DOP) to resolve issues.
• Complete necessary documentation for offboarding end-of-term employees.
• Verify payroll accuracy and coordinate with the Comptroller’s Office and DOP to perform necessary pay adjustments and maintain Table of Organization (TO) position availability.

Qualifications

Background and Experience

• Extensive customer service and administrative support experience, preferably in municipal or government settings.
• Supervisory and office management background in fast-paced executive environments.
• Familiarity with City of St. Louis departmental structures, Oracle financial/payroll systems, and municipal administrative procedures preferred.

Core Competencies and Skills

• Executive calendar management, time management, and organizational abilities.
• Budget management, invoicing, and accounting.
• Strict adherence to confidentiality and professional integrity in handling sensitive executive records.
• Strong written and verbal communication skills across diverse stakeholders and city departments.

Reporting Relationships

• Reports To: Chief Operating Officer
• Frequent Collaborators: Chief of Staff, Mayor’s Scheduler, Mayor's Cabinet, and interdepartmental administrative staff.

Equal Opportunity Employer

The City of St. Louis is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the City of St. Louis will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the City.

To Apply

Interested candidates are invited to submit a comprehensive resume, and, optionally, a cover letter outlining their qualifications and interest in the role to Ms Rochelle Pruitt at pruittr@stlouis-mo.gov. Applications are reviewed and processed on a rolling basis, and interested candidates are encouraged to apply early.