City of Philadelphia

Executive Assistant

Philadelphia, PA, United States · Exec

Sponsorship not specified$56k-$75kDetected 47 days ago

Data AnalysisProject ManagementExcelResearchCommunicationCollaborationPublic SpeakingOrganizational SkillsMicrosoft OfficeMicrosoft Teams

About the role

This position is responsible for managing complex calendars, coordinating meetings and appointments, preparing reports and presentations, and ensuring seamless communication between the executive, internal teams, and external stakeholders.
Additional responsibilities include handling correspondence, conducting research, managing expenses, and supporting project coordination to ensure operational efficiency and alignment with organizational goals.
Serve as a liaison between the Chief DEI Officer, internal staff, and external stakeholders to ensure effective communication.

Manage and maintain the Chief DEI Officer's calendar, including scheduling meetings and appointments.
Track and manage expenses, process reimbursements, and maintain accurate records.
Support special projects and other duties as assigned.

Required Competencies, Knowledge, Skills, and Abilities
The successful candidate must be a city of Philadelphia resident within six months of hire

Office management procedures and familiarity with office equipment and technology.
Certifications or training in office administration, project management, or related fields (preferred).
Associate's degree in Business Administration or related field
Bachelor's degree preferred.
3+ years of experience providing administrative support at an executive level.
Strong proficiency in MS Office Suite and virtual collaboration tools.
Excellent communication and organizational skills.

Advanced knowledge and hands-on experience with MS Office Suite (Word, Excel, Outlook, PowerPoint, OneNote, Access).
Skilled in spreadsheet management and data analysis using Excel and OpenOffice Calc.
Expertise in email tools, including mail merge, filters, folders, and rules.
Competent in creating presentations and visual reports using PowerPoint, OpenOffice Impress, and Tableau.
Experienced in virtual collaboration platforms such as Microsoft Teams, Zoom, and similar tools.
Strong written and verbal communication skills; able to interact professionally with executives, staff, and external stakeholders.
Community engagement experience with a focus on professionalism and discretion.
Thrive in a fast-paced environment while managing multiple priorities and meeting tight deadlines.
Demonstrate exceptional organizational skills and attention to detail.
Maintain confidentiality and handle sensitive information with discretion.
Work independently, take initiative, and solve problems effectively.
Associate's degree in Business Administration or related field; Bachelor's degree preferred.

$56,087 - $75,000
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.
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.
The successful candidate must be a city of Philadelphia resident within six months of hire
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.

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
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!
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.

This listing is sourced directly from City of Philadelphia's careers page and normalized into a canonical job model.