Executive Assistant Job at City of Philadelphia in Philadelphia

Executive Assistant

The Executive Assistant will primarily provide support to the Executive Director and Deputy Executive Director but will support the agency as a whole and CPOC Commissioners as needed. This position provides administrative and operational support to the CPOC executive team, ensuring effective communication, project coordination, and seamless management of key agency initiatives. The role demands a proactive, detail-oriented individual who can manage multiple priorities and interact with a broad range of internal and external stakeholders.

Essential Functions

Calendar and Schedule Management: Efficiently manage and prioritize the schedules of the CPOC executive team. Schedule meetings, appointments, and travel, ensuring proper time management and prioritization. Resolve scheduling conflicts and proactively identify solutions.

Communication Management: Serve as the primary point of contact for internal and external stakeholders, including City departments, government officials, and community organizations. Screen phone calls, emails, and correspondence for both executives. Draft, proofread, and edit documents, reports, and presentations for the ED and Deputy ED. Facilitate the flow of communication and follow up on key action items.

Meeting & Event Coordination: Organize and prepare materials for meetings, conferences, and public events involving the executive team. Take minutes at meetings, track action items, and ensure timely follow-up. Assist in the planning, logistics, and execution of commission events, conferences, and community engagement activities.

Project Management Support: Help prepare and maintain project reports, status updates, and documentation. Assist with project-related inquiries.

Administrative Support: Handle day-to-day administrative tasks, such as filing, organizing digital and paper records, and maintaining office supplies. Coordinate travel arrangements, including flights, accommodations, and itineraries. Provide support with special projects as assigned. Record and distribute meeting notes. Answer telephone and assist with complaint intake, providing courteous, compassionate, and professional service to complainants. Prepare internal and external referrals as needed to ensure complaints and other constituent concerns are properly addressed. Create and maintain documents. Other duties as assigned.

Data & Document Management: Organize, maintain, and update confidential files and databases. Assist in preparing reports and presentations for senior leadership and the public. Ensure the accuracy and integrity of all project-related documentation.

Confidentiality & Professionalism: Maintain strict confidentiality regarding sensitive issues and discussions. Exhibit professionalism in all interactions, both within the City organization and with external parties.

Problem Solving & Initiative: Anticipate needs and proactively address administrative challenges. Offer recommendations for process improvements, contributing to a more efficient office environment.

Competencies, Knowledge, Skills and Abilities: Work independently on difficult or complex administration and clerical tasks. Accomplish work requirements in a timely manner. Exercise good judgment, courtesy, and professionalism in receiving office callers and in making proper disposition of problems. Establish and maintain effective working relationships with various internal and external clients. Operate standard office equipment, phone, personal computers, printers, and scanners. Maintain confidential information and data. Set and maintain priorities with a large workload. Fluency in Microsoft Office Suite (i.e. MS Word, Excel, PowerPoint, Outlook, SharePoint). Strong problem-solving skills ? communicates in a clear and succinct manner and effectively evaluates information/data to recommend courses of action. Excellent communications skills: able to communicate effectively stakeholders at all levels; able to influence and engage across multiple teams; excellent verbal and written communication, and documentation skills. Ability to manage time effectively, set priorities appropriately, operate with minimal supervision, work and act independently/as part of a team and maintain professional demeanor under stress. Basic office operations.

Work-Life: Working hours are generally 37.5 hours per week. Our team is currently hybrid with a predetermined schedule of both virtual and in-office days, however the position can opt to come in the office each day if desired. New employees will have a 90-day in-person probationary period upon hiring.

High school diploma; Bachelor's degree is a plus. 3+ years of administrative experience. Familiarity with the Microsoft Office Suite required. Candidate must be able to handle multiple tasks on a routine basis both accurately and expeditiously. Solid analytical and problem-solving abilities. Must have strong, proven organizational, time-management, and attention to detail skills. Government/public sector experience is a plus. Fluency in other languages is not a requirement, but a plus. Knowledge of Philadelphia and communities of Philadelphia a plus.