Executive Assistant to the HR Director (Executive Assistant to Director)

Job Description

Full-time position available with the Human Resources Department-Administration Division
Pay Range: $4,711-$7,067 per hour
Work Location: 414 E. 12th Street
Schedule: Monday-Friday, 8:00 a.m.-5:00 p.m.
Application Deadline Date: November 09, 2026

About Us

About the Human Resources Department

The Human Resources Department provides strategic leadership and administrative support for all workforce-related functions across the City. As a key partner to City departments, the team develops and implements policies, programs, and services that support organizational effectiveness and position the City as an employer of choice. Responsibilities include recruitment and hiring, compensation and classification, employee benefits, retirement administration, and workforce development. The department also oversees compliance programs such as unemployment compensation, and workplace policies, ensuring a supportive, equitable, and well-managed work environment for City employees.

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Responsibilities

What You'll Do:
Provides executive and administrative support to the Human Resources Director and coordinates the daily operation of the Director's office. Anticipates needs, manages competing priorities, prepares communications, and follows through on assignments so the Director and HR leadership team can focus on department goals and service to City employees. The position requires sound judgment, discretion, initiative, and a professional, responsive approach to employees and other customers.

• Manage the Director's calendar, appointments, and meeting requests; resolve scheduling conflicts and reserve time for preparation, decisions, and priority work.
• Prepare agendas and briefing materials; coordinate participants, meeting space, and technology; document decisions and action items and follow up on commitments.
• Monitor incoming correspondence and requests, identify urgent matters, gather relevant information, and obtain the Director's direction when needed.
• Coordinate travel, registrations, itineraries, and reimbursement documentation according to City procedures.
• Communication and customer service
• Serve as an administrative point of contact for the Director's office and a liaison with HR divisions, the City Manager's Office, other departments, and external partners.
• Draft and edit correspondence, staff announcements, reports, and presentations; check accuracy, clarity, completeness, and tone before routing for approval.
• Respond to routine inquiries using approved information. Connect employees and applicants with the appropriate HR resource and follow up on unresolved requests.
• Receive sensitive concerns professionally, promptly refer them to authorized staff, and elevate urgent or time-sensitive matters to the appropriate leader.
• Confidential information and records
• Maintain secure records and correspondence for the Director's office, limiting access and disclosure to authorized purposes and following City retention and preservation requirements.
• Coordinate confidential meetings, hearings, and document packets as assigned; record receipt of appeals or other submissions and track administrative deadlines.
• Route records requests to the designated City staff and assist with locating responsive materials as directed.
• Department coordination and administrative operations
• Maintain a tracker of the Director's priorities, assignments, due dates, and pending decisions; obtain updates from division managers and flag delays or items requiring action.
• Compile information supplied by HR divisions for leadership updates, budget discussions, and City Council materials; verify completeness and coordinate review and submission.
• Support HR meetings, retreats, recognition activities, and special projects by coordinating logistics, materials, communications, and follow-up.
• Prepare and route purchasing requests, invoices, expense records, and other administrative documents; monitor status and obtain required approvals.
• Improve office workflows, maintain administrative procedures and coverage instructions, and help staff adopt approved systems and processes.
• Perform other related duties as assigned.

Knowledge skills and abilities

• Strong organization and follow-through; ability to prioritize competing deadlines, anticipate needs, and work with limited day-to-day direction.
• Clear written and verbal communication, careful proofreading, and accurate preparation of documents and records.
• Discretion with sensitive personnel information and sound judgment about when to act, seek direction, or elevate a concern.
• Professionalism, patience, and tact when working with employees, leaders, labor representatives, and the public, including during difficult interactions.
• Proficiency with Microsoft 365 or comparable tools for calendars, documents, spreadsheets, presentations, and virtual meetings; ability to learn City business systems.
• Ability to learn HR services and City procedures, build effective working relationships, and adjust to changing priorities while maintaining dependable service.

Qualifications

REQUIRES:

• High school diploma or equivalent and 5 years of progressively responsible administrative experience, including at least 2 years supporting a senior leader or performing comparable complex administrative work.
• An equivalent combination of relevant education, training, and experience may be considered.
• Preference given for experience in human resources, municipal government, or another complex organization; handling confidential employee matters; and coordinating projects or executive office operations.
  

Other Information

Military veterans encouraged to apply

Why You'll Love Working with Us - Core Employee Benefits (Benefits offered to all permanent employees unless otherwise specified)

Comprehensive Health Coverage
Affordable medical, dental, and vision plans with multiple options and low employee contributions.

Generous Paid Time Off
Enjoy vacation, sick leave, and 13 paid holidays-with accruals that grow the longer you're with us.

Secure Retirement Planning
City-funded pension plan plus an optional 457 savings plan to help you build long-term financial security.

Support for Life's Big Moments
Paid parental and bereavement leave to help you navigate major life events with peace of mind.

Tuition Assistance
Get reimbursed for eligible education expenses-invest in your future while you work.

Income Protection
Short- and long-term disability coverage options to safeguard your earnings.

Life Insurance Provided
City-paid life insurance with the option to add more coverage for extra peace of mind.

Community Volunteer Leave
Take up to 8 hours annually to give back to causes you care about.

Want the Full Picture?
Click here for a complete benefits summary.

URGENT!!! CRITICAL RECRUITMENT INFORMATION

Applications and/or resumes are evaluated on the information received by the application deadline. Please ensure that your application or resume clearly demonstrates how you meet the minimum qualifications for the position for which you are applying, this includes providing all relevant educational dates and a detailed description of relevant work experience, including months/years of employment. Applications and/or resumes may not be considered if information is incomplete.

In order for a resume to be used in lieu of an application the resume must have been submitted online via the City's Applicant Tracking System.

Positions requiring a high school diploma/GED certificate must be obtained from a school/program accredited by the Department of Education and recognized by the U.S. Secretary of Education.

The minimum education requirement for positions that allow for experience equivalency for an accredited degree is a high school diploma. Unless otherwise specified, an accredited degree must be obtained from a college or university listed with the U.S. Department of Education and recognized by the U.S. Secretary of Education.
For positions with a salary grade of EX6 or higher that require an accredited degree, qualifying professional experience must be obtained AFTER the accredited degree is obtained.
Successful completion of a pre-employment criminal history/background check is required for all positions. Some positions require a post offer drug screen and/or physical.

If appointed, non-residents must obtain residency inside Kansas City, Missouri's city limits within nine months.

The City of KCMO is an equal opportunity employer that values diversity and inclusion in the workplace. The City is committed to providing a workplace environment for its employees and citizens free from discrimination based on race, color, sex (including pregnancy), national origin, religion, age, disability, marital status, genetic information, sexual orientation, or gender identity. For more information, please see our EEO Policy

The City of KCMO is committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation because of a disability for any part of the employment process, please call 816-513-1908 or send an e-mail to accommodations@kcmo.org .

If claiming military veterans' preference points, you must attach a copy of your DD-214 or a DD-256 (for reservists). To claim veterans' points you must have served 180 days of regular active duty service and be discharged or released under honorable conditions during peacetimes or 90 days of active duty service, one (1) day during "wartime" and a last discharge or release under honorable conditions. (DOD) 38 U.S. Code • 4211).