Job Description

Position Summary

We are seeking to hire a highly motivated and talented individual to provide high-level administrative support as the Office of Safe Neighborhoods’ (OSN) Executive Assistant to the Executive Director and oversee the office's daily operations. This role requires a proactive, organized, and detail-oriented individual who can efficiently manage multiple tasks and priorities. The ideal candidate will have exceptional communication skills, the ability to handle sensitive information with discretion, and a strong ability to anticipate the needs of the executive leadership team and the office. The Executive Assistant reports to the Deputy Director of Operations.

Essential Functions

The Executive Assistant provides high-level administrative support to OSN scheduling and manages office-related functions, including, among others, the following duties:

• Manage and maintain the Executive Director and senior leaderships’ calendars, including scheduling meetings, appointments, and travel arrangements while anticipating conflict and solving scheduling issues.
• Serve as a liaison between the Executive Director and other stakeholders, both internal and external.
• Manage and prioritize the flow of information and communications to and from the Executive Director to staff members to ensure smooth communication.
• Coordinate and manage OSN meetings as directed, including preparing agendas, taking minutes, tracking follow-up actions, etc.
• Greet and direct visitors in coordination with administrative staff.
• Perform administrative functions such as answering phones, typing correspondences, checking shared office email, etc.
• Prepare and edit correspondence, communications, presentations, and other documents.
• Conduct research and collect and analyze data to prepare reports and documents.
• Handle confidential information with the utmost discretion.
• Manages Executive Director’s and OSN’s social media account.
• Create, track, and manage social media tools to support OSN branding and outreach. Some content materials may include blogs, infographics, content calendars, etc.
• Manage equipment and supply purchases.
• Facilitate OSN hiring; such tasks may include developing job descriptions, posting, vetting candidates, etc.
• Oversee onboarding of OSN new hires, including parking passes, keys, computers, email, supplies, etc.
• Coordinate building maintenance, including key distribution and security
• Oversee the office's daily operations to ensure a smooth and efficient work environment.
• Manage office supplies inventory and place orders as necessary.
• Ensure the office is organized, well-maintained, and professional in appearance.
• Coordinate office maintenance and repair work.
• Serve as the point of contact for office-related inquiries and issues.
• Other duties as assigned by the Deputy Director of Operations.

Competencies, Knowledge, Skills, and Abilities

A successful applicant should:

• Organized: Demonstrated ability to manage multiple projects, estimate timelines, rework a project approach based on unforeseen challenges, work well under pressure, and set/meet reasonable deadlines.
• Excellent communicator: Ability to explain policies and initiatives concisely to City leaders, write and speak clearly, and cultivate effective communication among team members.
• Relationship-builder: Ability to work with various people and personalities, listen and ask questions to identify policy opportunities, and cultivate strong relationships to ensure seamless collaboration and continued project support.
• Curious: Ability to practice active listening, ask questions to get at the root of a problem, be open to receiving/giving constructive feedback, and have a sincere interest in learning new skills or growing old ones.
• Compassionate: The ability to generate actionable, ethical solutions, have integrity, and address people's real needs.
• Rigorous: Driven by thoughtful, quality, and detail-oriented processes, project output, and client/team interactions.
• Action-oriented: Ability to see opportunities, navigate barriers, be self-directed, and problem-solve solutions that enhance the City's deliverables, processes, and practices.
• Broad spectrum: Knows enough about social sciences and research processes to effectively collaborate across disciplines.
• Resilient: Ability to have a sense of humor, learn from mistakes, and/or return to work after experiencing a setback.
• Amplifier: Ability to amplify others’ strengths and successes and operate beyond ego and self-interest.
• Decisive: Able to process facts and circumstances and make quick decisions that are in line with the goals and objectives of OSN.
• Must be a team player with strong interpersonal skills who can work both independently and collaboratively
• A high-energy, results-oriented individual who can make a difference, who takes the initiative, makes things happen, accepts accountability, has a "can do" attitude, and has a sense of urgency.

Qualifications

Preferred Education:

• A bachelor’s degree in Business Administration, Communications, Public Administration, or a related field **** is required .
• At least (2) years of full-time equivalent experience performing professional-level work in one or more of the following areas with:
  • Knowledge of and experience working with Philadelphia communities
  • Excellent written and verbal communication skills.
  • Proficiency in Microsoft Office Suite
  • Strong analytical and problem-solving skills.
  • Strong organizational and time management skills.

Additional Information

TO APPLY: Interested candidates must submit a cover letter and resume.

Salary Range: $50,000 - $62,000

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