Executive Assistant - City of Philadelphia

A best-in-class city that attracts best-in-class talent, Philadelphia is an incredible place to build a career. From our thriving arts scene and rich history to our culture of passion and grit, there are countless reasons to love living and working here. With a workforce of over 30,000 people, and more than 1,000 different job categories, the City of Philadelphia offers boundless opportunities to make an impact.

As an employer, the City of Philadelphia values inclusion, integrity, innovation, empowerment, and hard work above all else. We offer a vibrant work environment, comprehensive health care and benefits, and the experience you need to grow and excel. If you’re interested in working with a passionate team of people who care about the future of Philadelphia, start here.

What we offer

• Impact - The work you do here matters to millions. 
• Growth - Philadelphia is growing, why not grow with it? 
• Diversity & Inclusion - Find a career in a place where everyone belongs.
• Benefits - We care about your well-being.

Agency Description

The Mayor’s Office of Chief Counsel and PhillyStat360 is charged with providing Mayor Parker, her Chief of Staff, her Chief Deputy Mayors and her office with direct legal counsel while spearheading the Mayor’s initiative, PhillyStat360 which will provide line of sight and wrap-around integration for all city services to ensure that Philadelphians have a government they can see, touch and feel.

Key projects for the office include:

• Creating a system that provides timely and accurate information regarding the provision of city services.
• Developing an accountability and management model, based upon existing CompStat processes, that allows for the rapid deployment of City operational resources to address quality of life and community concerns by using effective tactics and strategies that are routinely reassessed for effectiveness.
• Implementing a sustainable system that provides for relentless follow-up and the authority to nimbly adjust and adapt strategies and tactics when necessary to ensure effective performance of city services and enhance community satisfaction so that Philadelphians have a government that they can see, touch, and feel.
• Counsel/PhillyStat360 will comprise a small, diverse, and nimble team whose members, collectively, have expertise and experience in domains including law, City operational departments, project and performance management, data analysis/data science, policy research and analysis, persuasion/communication,
• and engagement/collaboration. For most projects, the office will use a matrixed approach, pairing PhillyStat360 team members with those from City operational departments who have the specific expertise – ranging from human-centered design to user experience to digital services – needed for the project.

Position Summary:

The Executive Assistant plays a crucial role in providing high-level administrative support to the Chief Counsel and Director of PhillyStat360, as well as the PhillyStat360 Team when necessary. This position will manage schedules, organize meetings and appointments, handling correspondence, preparing reports and presentations, and maintaining effective communication between the executive and other staff members or external stakeholders. This role will undertake research, handle travel arrangements, manage expenses, and assist with project coordination as needed.

This position plays a crucial role in ensuring the smooth operation of the Chief Counsel and PhillyStat360 Office by helping to maximize productivity and efficiency.

Essential Functions:

• Provides administrative support to the Chief Counsel and Director of PhillyStat360 and, where necessary, the PhillyStat360 Team.
• Prepares letters and other correspondence.
• Maintains organization filing, including electronic filing system for PhillyStat360 Team.
• Archives reports.
• Compiles quarterly/weekly/daily reports as needed by the PhillyStat360 Team.
• Schedules meetings and interviews and maintains PhillyStat360 cadence.
• Sends requests for information to relevant City Departments and follows up to meet deadlines.
• Prepares for PhillyStat360 meetings.
• Prepares various reports and budget related documents.
• Provides back-up support for hiring and recruiting efforts.
• Collaborates on several projects which often include working with City Departments, Office of the Chief Administrator, and external local, state and regional government entities.
• Assists in preparing various reports and budget-related documents and provides backup support for hiring and recruiting efforts.
• Other duties as assigned.

Required Competencies, Knowledge, Skills, and Abilities

Knowledge:

• Proficiency in office productivity software such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications.
• Knowledge of office management procedures and familiarity with office equipment and technology.
• Experience exercising discretion and confidentiality with sensitive information.
• Experience interacting with the community.
• Commitment to advancing diversity, equity, and inclusion.

Skills:

• Excellent organizational skills.
• Effective and professional oral and written communication.
• Ability to work independently and think proactively.
• Ability to manage and prioritize numerous assignments.
• Ability to complete work projects in a timely and accurate manner.
• Experience coordinating travel arrangements, managing expenses, and assisting with project coordination.
• Proficiency in MS Office (Word, Excel, Outlook, PowerPoint, OneNote, Access).
• Proficiency in Google Drive (Docs, Sheets, Slides, Forms).
• Proficiency in Spreadsheets (Excel, Google Sheets, OpenOffice Calc).
• Proficiency in Email (mail merge, filters, folders, rules).
• Proficiency in Presentations/Slideshows (PowerPoint, Google Slides, OpenOffice Impress, Tableau).
• Proficiency in Microsoft Teams, Zoom, and other virtual platforms.

Abilities:

• Experience working in a fast-paced environment, managing multiple priorities, and meeting tight deadlines.
• Strong communication skills, both written and verbal, with the ability to interact professionally with executives, staff members, and external stakeholders.
• Excellent organizational skills and attention to detail, with the ability to maintain confidentiality and handle sensitive information with discretion.
• Demonstrated ability to work independently, take initiative, and solve problems effectively.
• Additional certifications or training in office administration, project management, or related fields may be advantageous.

• Completion of post-secondary education.
• Three to five years of high-level administrative experience supporting executives or senior management.
• Any additional education, certification or experience may substitute for the post-secondary education.

TO APPLY: Interested candidates must submit a resume and reference.

Salary Range: $55,000-$65,000 

Discover the Perks of Being a City of Philadelphia Employee:

• Transportation: City employees get unlimited FREE public transportation all year long through SEPTA’s Key Advantage program. Employees can ride on SEPTA buses, subways, trolleys, and regional rail for their daily commute and more.
• Parental Benefits: The City offers its employees 6 weeks of paid parental leave.
• We offer Comprehensive health coverage for employees and their eligible dependents.
• Our wellness program offers eligibility into the discounted medical plan
• Employees receive paid vacation, sick leave, and holidays
• Generous retirement savings options are available
• Pay off your student loans faster - As a qualifying employer, City of Philadelphia employees are eligible to participate in the Public Service Loan Forgiveness program. Join the ranks of hundreds of employees who have already benefited from this program and achieved student loan forgiveness.
• Unlock Tuition Discounts and Scholarships - The City of Philadelphia has forged partnerships with over a dozen esteemed colleges and universities in the area, ensuring that our employees have access to a wide range of tuition discounts and scholarships. Experience savings of 10% to 40% on your educational expenses, extending not only to City employees but in some cases, spouse and dependents too!

Join the City of Philadelphia team today and seize these incredible benefits designed to enhance your financial well-being and personal growth!

*The successful candidate must be a city of Philadelphia resident within six months of hire

Effective May 22, 2023, vaccinations are no longer required for new employees that work in non-medical, non-emergency or patient facing positions with the City of Philadelphia. As a result, only employees in positions providing services that  are patient-facing medical care (ex: Nurses, doctors, emergency medical personnel), must be fully vaccinated.

The City of Philadelphia is an Equal Opportunity employer and does not permit discrimination based on race, ethnicity, color, sex, sexual orientation, gender identity, religion, national origin, ancestry, age, disability, marital status, source of income, familial status, genetic information or domestic or sexual violence victim status. If you believe you were discriminated against, call the Philadelphia Commission on Human Relations at 215-686-4670 or send an email to faqpchr@phila.gov.

For more information, go to: Human Relations Website: http://www.phila.gov/humanrelations/Pages/default.aspx