Job Description

The Executive Assistant reports directly to the Procurement Commissioner and Executive Team. The Executive Assistant will ensure the Procurement Commissioner and Executive Team are prepared and informed of relevant matters in a timely manner. This includes researching, preparing, and ensuring responses to telephone calls and other correspondence in appropriate timeframe. This position will exercise a high degree of communication competence, initiative, discretion, and confidentiality.  The Executive Assistant will handle highly confidential and/or sensitive matters for the Procurement Commissioner and Deputy Commissioners. The Executive Assistant must be comfortable serving as the main point of contact between the Procurement leadership team and internal or external stakeholders. Must be proficient in a variety of software as outlined below.  Applicants must possess prior executive-level administrative assistant experience. Administrative experience and knowledge in supplier diversity, business operations, or purchasing is preferred, but not required.

ESSENTIAL FUNCTIONS

• Provide high-level administrative support to Procurement Department Staff
• Manage a variety of projects and/or functions (e.g. building maintenance/repairs, process expenses, procure staff supplies, arrange meetings, in-service events, etc.) for the purpose of completing activities and/or delivering services in a timely fashion
• Encounter and respond to a variety of inquiries from various stakeholders (e.g. staff, internal departments, vendors, public agencies, etc.) providing information or direction and/or facilitating communication among parties
• Schedule appointments and manage electronic calendars for the Procurement Commissioner and Executive Team
• Assist in the development and distribution of meeting agenda and related materials.
• Print and provide Commissioner with materials for meetings, calls, document sessions as requested
• Compile and collect data from a variety of sources to analyze and solve office management related issues.
• Prepare and maintain letters, reports, forms, and memos as requested
• Handle all mail and correspondence for Commissioner including confidential documents; prepares correspondence for signature; reads all incoming correspondence; routes items not requiring Commissioner’s attention to appropriate parties and/or composes responses
• Maintain confidentiality of highly sensitive information
• Oversee and manage the timely payment of invoices
• Coordinate travel arrangements, prepare itineraries, plan logistics, and submit expense reports to Budget, when applicable
• Develop and maintain filing systems for Procurement Commissioner (physical and electronic)
• Models traits of a responsible team member, executing job responsibilities, open communication, good follow through while supporting team members to do the same.
• Represent department in special projects or committees, as assigned.
• Make reasonable decisions without in the absence of executive leadership
• May train and/or supervise subordinate clerical/secretarial staff.
• Perform other duties as assigned by the Procurement Commissioner

Qualifications

Education and Experience

• A minimum of 60 credit hours with 3 years or more of experience in an executive level support position with similar task and responsibilities

            OR

• High School Diploma with 5 years or more of experience in an executive level support position with similar task and responsibilities

Competencies, Knowledge, Skills and Abilities

• Excellent interpersonal skills
• Flexibility
• Detail Oriented
• Excellent Written and Verbal Communications
• Strong organizational skills
• Demonstrated knowledge of office principles, practices, and procedures.
• Ability to demonstrate confidentiality
• Ability to handle multiple projects through to completion.
• Ability to identify work priorities and manage workload independently.
• Ability to research documents and data on the web
• Ability to clearly communicate with peers and superiors
• Proficient in Microsoft Office Suite Programs including but not limited to OneDrive, Word, Excel, PowerPoint, and Outlook
• Excellent customer service, problem solving, decision making, planning, and organizational skills
• Strong collaboration, teamwork, and conflict management capabilities
• Ability to establish and maintain effective working relationships with superior, executive staff, associates and representatives of the City of Philadelphia and external agencies.

Salary Range: $45,000-60,000

Please submit a cover letter and resume with your application. Applications without all documents will not be considered.

Did you know?

• We are a Public Service Loan Forgiveness Program qualified employer
• Employees are eligible for a 25% tuition discount program (and sometimes spouses and dependents as well) in partnership with area colleges and universities
• 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 

Successful candidate must be a city of Philadelphia resident within six months of hire

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

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