Job Description

The Executive Assistant provides executive and administrative support to the Councilmember while overseeing the daily operations of the City Hall office. This position manages the Councilmember's schedule, correspondence, meeting preparation, and follow-up; coordinates office administration and special projects; and serves as a key point of contact for constituents, community stakeholders, and City departments. The Executive Assistant ensures efficient office operations, supports neighborhood service requests, and helps advance the Councilmember's legislative and community priorities through exceptional organization, communication, and neighbor service.

Essential Functions

Scheduling and Administrative Support for Councilmember – 50%:

• Manage the Councilmember’s schedule, prepare daily agendas, draft appointment memos, and take meeting notes.
• Communicate professionally and promptly regarding meeting/event requests, gathering all necessary logistical details (e.g., speaking expectations, schedule breakdowns, parking arrangements).
• Collaborate with the Chief of Staff and team to ensure the Councilmember is prepared for all engagements, with appropriate staffing and follow-up.
• Handle personal correspondence, including thank-you notes, condolences, and honorific messages, ensuring all communications reflect the Councilmember’s voice and values.
• Monitor the Councilmember’s email correspondence, assign tasks, ensure timely follow-up, and document outcomes accurately.
• Track reimbursements, gifts, and other duty-related activities to ensure compliance with regulations.
• Maintain organized records of the Councilmember’s notes, requests, and follow-up actions for efficient tracking and accountability.

Office Management – 30%:

• Process and record all mail correspondence, maintain an organized tracking system, and ensure timely follow-up after obtaining approval.
• Manage intern onboarding and programing in collaboration with the Chief of Staff.
• Coordinate event and ticket requests, as well as the ticket and tour requests.
• Handle supply orders, coordinate Central Duplication (City Printshop) orders, and serve as liaison with Administration Services and Council Support (IT unit).
• Manage guest accommodations and City Hall tours.
• Maintain an accurate and up-to-date digital database of sign-in sheets, event planning documents, and other essential operational materials.

Neighborhood Services and Special Projects – 20%:

• Manage incoming calls for the City Hall office, documenting all messages and neighbor opinions, including full name, address, and relevant details.
• Welcome visitors to the City Hall office and maintain detailed records for administrative purposes.
• Handle neighbor and stakeholder requests related to city events and permits, including street closures, Office of Special Events permits, and showmobile requests.
• Assist neighbors with issues that arise from calls, walk-ins, or tasks assigned by the Councilmember and Chief of Staff, in collaboration with the Neighborhood Services Team.
• Coordinate, plan, and execute office events, community events, festivals, and other special initiatives, ensuring seamless logistics, stakeholder coordination, and successful event delivery.

Competencies, Knowledge, Skills and Abilities

• Organizational Skills: Effectively manage multiple projects and tasks, be efficient and accurate, be punctual, accountable, a collaborator, self-starter, and adept at changing priorities and needs.
• Warm Greetings: Create a welcoming environment by greeting neighbors with kindness and respect.
• Active Listening: Engage with community members to understand their needs and concerns thoroughly.
• Community Engagement: Build strong relationships with residents and local organizations to foster collaboration

Qualifications

• Preferred candidates will possess a bachelor's degree or equivalent professional experience, with at least three years of progressively responsible executive or senior-level administrative experience supporting senior managers, executive leadership, or C-suite executives. Experience in government, nonprofit, or public-sector organizations is strongly preferred.
• Excellent verbal and written communication skills.
• Ability to walk through neighborhoods and engage with residents.
• Must have access to a reliable vehicle and possess a valid driver’s license.

Additional Information

TO APPLY: Interested candidates must submit a cover letter, resume, writing sample, and references.

Salary Range: $55,000 to $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 8 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