Description

Executive Secretary – Workforce Development Department
City of Springfield

The City of Springfield is seeking a highly organized, proactive, and trusted professional to serve as Executive Secretary for the Workforce Development Department. This position plays a key role in supporting departmental leadership and ensuring the day-to-day operations of the office run smoothly and efficiently.

Reporting directly to department leadership, the Executive Secretary serves as a central point of coordination—helping manage priorities, streamline communication, and keep leadership prepared and focused. This role is ideal for someone who thrives in a fast-paced environment, demonstrates sound judgment, and can handle sensitive information with discretion and professionalism.

We’re looking for someone who anticipates needs, stays one step ahead, and brings a high level of organization, adaptability, and executive-level support to the team.

• Coordinate daily operations within the Workforce Development office, including scheduling, communications, and workflow management
• Prepare leadership for meetings, presentations, and key initiatives by organizing materials and tracking follow-ups
• Maintain confidentiality and handle sensitive information with professionalism and care
• Help prioritize requests and ensure items are routed to the appropriate staff for timely response

Administrative & Project Support

• Provide high-level administrative support for projects, reports, and departmental initiatives
• Prepare correspondence, reports, and briefing materials to support decision-making
• Assist with tracking progress on key initiatives and ensuring deadlines are met

Communication & Relationship Management

• Serve as a liaison between department leadership, staff, community partners, and external stakeholders
• Support clear, consistent communication across the department
• Help coordinate meetings, events, and engagement opportunities

Operational Awareness & Support

• Anticipate scheduling conflicts, emerging needs, and operational challenges
• Exercise sound judgment in determining when to escalate issues or resolve them independently
• Help maintain an organized, responsive, and professional office environment

• Strong initiative and the ability to work independently
• Excellent organizational and time management skills
• High level of professionalism, discretion, and confidentiality
• Strong communication and interpersonal skills
• Ability to manage multiple priorities and adapt in a dynamic environment
• Attention to detail and a proactive mindset

The Executive Secretary is essential to the success of the Workforce Development Department. By keeping operations organized, communications clear, and leadership supported, this role helps ensure the department can effectively serve the community and advance workforce initiatives.

This position also supports a collaborative, relationship-driven culture—helping strengthen connections between leadership, staff, and community partners while ensuring the department operates with efficiency and purpose.

Qualifications and Requirements

Experience, Education, and Training

• Graduation from an accredited college or university with a Bachelor's Degree in Business or Public Administration, Office Administration, or a related field;

• One year of related experience
• Experience may be substituted for the formal education requirement on a year-for-year basis.

• None required.

Functions

For more information on essential functions and other requirements, please see the job description.

Other Requirements

The City of Springfield promotes equal employment opportunities to all without regard to race, color, religion, sex, national origin, age, status as a protected veteran, or status as a qualified individual with a disability, or other legally protected status. All qualified applicants will receive consideration for employment.

Individuals with disabilities who believe they will need an accommodation to undergo any part of the interview, examination, or pre-employment process, should request a reasonable accommodation in accordance with the Americans with Disabilities Act prior to the testing or appointment. Requests should be requested by contacting City of Springfield Human Resources by phone, 417-864-1607, or in person at the Municipal Busch Building, 840 Boonville Ave. Springfield, MO 65802.

Proof of United States Citizenship/Authorization to Work in the United States as established by the Immigration Reform Act of 1986 is a condition of employment. We are committed to a drug-free workplace.  Pre-employment drug testing is required.

All interested candidates MUST complete the City of Springfield on-line application in its entirety.  The candidate profile must include all employment history with accurate and complete information prior to submission.  Resumes alone will not be accepted as the application, but they may be submitted as supplemental documentation.