Strategic Executive Assistant and Analyst - 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.
 

The Office of Innovation & Technology (OIT) is the central IT agency for the City of Philadelphia headed by the Chief Information Officer (CIO). OIT oversees all major information and communications technology initiatives for the City of Philadelphia - increasing the effectiveness of the information technology infrastructure, where the services provided are advanced, optimized, and responsive to the needs of the City of Philadelphia’s businesses, residents, and visitors. OIT responsibilities include: identifying the most effective approach for implementing new information technology directions throughout city government; improving the value of the city’s technology assets and the return on the city’s technology investments; ensuring data security continuity; planning for continuing operations in the event of disruption of information technology or communications services; and supporting accountable, efficient and effective government across every city department, board, commission and agency.

The Strategic Executive Assistant and Business Analyst serves as a hybrid role, combining the organizational and administrative support of an Executive Assistant with the analytical and technical expertise of a Business Analyst. This position provides high-level support to an IT department executive by managing daily operations, drafting communications, preparing presentations, coordinating tasks, and analyzing data to inform strategic decisions.
The ideal candidate is detail-oriented, tech-savvy, and thrives in a fast-paced environment requiring multitasking, critical thinking, and strong communication skills.
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Key Responsibilities
Executive Support
•    Manage the executive’s calendar, schedule meetings, and coordinate travel arrangements.
•    Draft, proofread, and format executive communications, including emails, memos, reports, and presentations.
•    Organize and maintain confidential files and documents, ensuring easy accessibility.
•    Prepare and refine PowerPoint presentations for internal and external meetings, ensuring visual and content quality aligns with organizational standards.
•    Screen and prioritize emails, calls, and requests, ensuring the executive’s time is focused on strategic priorities.
Business Analysis and Strategic Support
•    Collaborate with the executive to collect, analyze, and summarize data to support decision-making.
•    Research IT trends, tools, and solutions to provide insights and recommendations for department initiatives.
•    Develop task management systems to track progress on projects and departmental goals.
•    Assist in drafting strategic plans, proposals, and departmental policies based on data analysis and stakeholder input.
•    Participate in project planning meetings and follow up on deliverables, ensuring alignment with timelines and objectives.
Cross-Departmental Coordination
•    Act as a liaison between the executive and other team members, facilitating clear communication and task delegation.
•    Maintain an understanding of ongoing IT projects to provide updates and insights to the executive.
•    Coordinate team meetings, prepare agendas, and capture action items for follow-up.
Process Improvement and Task Management
•    Proactively identify inefficiencies in workflows and suggest process improvements.
•    Implement organizational tools (e.g., project management software) to optimize task tracking and collaboration.
•    Ensure all tasks delegated by the executive are followed through to completion and reported back accurately.
Project-Specific Research
•    Collect and analyze data to support the executive in identifying and prioritizing IT department initiatives.
•    Research software tools, solutions, or vendors to provide recommendations that align with organizational goals.
•    Develop summaries and insights from internal and external sources to support decision-making during projects.
•    Prepare feasibility analyses for new proposals, considering cost, impact, and organizational alignment.
 

Education:
•    Bachelor’s degree in Business Administration, Information Technology, or a related.
Experience:
•    3+ years in an Executive Assistant, Business Analyst, or similar support role, preferably within IT or a technical environment.
•    Demonstrated experience creating professional PowerPoint presentations and drafting executive-level communications.
Skills:
•    Exceptional proficiency in Microsoft Office Suite, especially PowerPoint, Excel, and Word.
•    Knowledge of project management and collaboration tools (e.g., Asana, Trello, Jira).
•    Strong written and verbal communication skills with attention to detail.
•    Ability to analyze and present data effectively to inform decisions.
•    Organizational and multitasking abilities, with a focus on prioritizing tasks in a fast-paced environment.
Preferred Skills:
•    Familiarity with IT processes, terminology, and department operations.
•    Basic knowledge of data visualization tools (e.g., Tableau, Power BI).
Core Competencies
•    Analytical Thinking
•    Communication Excellence
•    Organizational Agility
•    Problem Solving
•    Strategic Alignment
 

Salary Range: $75,000 - $85,000

Important: To apply, candidates must provide a cover letter and resume.

We won’t accept or review incomplete applications.

Work Setting: in-person (onsite)

Discover the Perks of Being a City of Philadelphia Employee:
•    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.
•    Enjoy a Free Commute on SEPTA - Starting September 1, 2023, eligible City employees will no longer have to worry about paying for SEPTA public transportation. Whether you're a full-time, part-time, or provisional employee, you can seize the opportunity to sign up for the SEPTA Key Advantage Program and receive free Key cards for free rides on SEPTA buses, trains, trolleys, and regional rails.
•    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.