Senior IT Administrative Analyst

Company Description

A best-in-class city that attracts best-in-class talent, Philadelphia is an incredible place to build a career. From our thriving arts scene and rich history to our culture of passion and grit, there are countless reasons to love living and working here. With a workforce of over 30,000 people, and more than 1,000 different job categories, the City of Philadelphia offers boundless opportunities to make an impact. 
As an employer, the City of Philadelphia values inclusion, integrity, innovation, empowerment, and hard work above all else. We offer a vibrant work environment, comprehensive health care and benefits, and the experience you need to grow and excel. If you’re interested in working with a passionate team of people who care about the future of Philadelphia, start here.

What We Offer:
Impact - The work you do here matters to millions. 
Growth - Philadelphia is growing, why not grow with it? 
Diversity & Inclusion - Find a career in a place where everyone belongs.
Benefits - We care about your well being.

The Office of Innovation & Technology (OIT) is the central IT agency for the City of Philadelphia headed by the Chief Information Officer (CIO). OIT oversees all major information and communications technology initiatives for the City of Philadelphia - increasing the effectiveness of the information technology infrastructure, where the services provided are advanced, optimized, and responsive to the needs of the City of Philadelphia’s businesses, residents, and visitors. OIT responsibilities include: identifying the most effective approach for implementing new information technology directions throughout city government; improving the value of the city’s technology assets and the return on the city’s technology investments; ensuring data security continuity; planning for continuing operations in the event of disruption of information technology or communications services; and supporting accountable, efficient and effective government across every city department, board, commission and agency.

Job Description

The Senior IT Administrative Analyst to the Chief Project Management Officer and CEO, is a highly responsible and dynamic role, supporting their strategic and operational needs within the City of Philadelphia. This position provides administrative and operational support to the CPMO and CEO, ensuring effective communication, project coordination, and seamless management of key city 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.

This position will be responsible for: 
- Budgetary and Procurement Support for the CSSO Org Budget in coordination with CSSO direct reports and OIT partners. 
- Asset Management Support for proper entry and documentation of new assets.
- Inventory Support to track and maintain incoming and outgoing IT inventory including software and hardware 
- Provides support for CPMO and CEO organization initiatives as needed to ensure all teams within the organization are able to function effectively.

Essential Functions
Calendar and Schedule Management:
•    Efficiently manage and prioritize the schedules of the CPMO and CEO
•    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 CPMO and CEO
•    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 CPMO and CEO
•    Take minutes at meetings, track action items, and ensure timely follow-up
•    Assist in the planning, logistics, and execution of city-wide events, conferences, and stakeholder engagement activities

Project Management Support:
•    Assist the CPMO in tracking and supporting the execution of city projects and initiatives
•    Help prepare and maintain project reports, status updates, and documentation
•    Ensure project timelines and milestones are tracked effectively
•    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 for the CPMO an