Job Description

The Office of Innovation and Technology currently has a temporary opportunity for a Strategic Executive Assistant and Business Analyst. Although the role will initially be filled as a temporary, 6-month assignment, the right candidate may be considered for transition to a full-time appointment in the position.

Essential Functions

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.

Qualifications

Education:

Bachelor’s degree in Business Administration, Information Technology, or a related field of study.

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 and other 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

Additional Information

Salary Range: $75,000 - $82,500

Salary cannot exceed $82,500.

All applications must include a cover letter. Applications without a cover letter will be considered incomplete.

Did you know?
● We are a Public Service Loan Forgiveness Program qualified employer : 25% tuition discount program for City employees (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

*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