Executive Assistant

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.

Agency Description

The Mayor’s Office of Chief Counsel and PhillyStat360 is charged with providing Mayor Parker, her Chief of Staff, her Chief Deputy Mayors and her office with direct legal counsel while spearheading the Mayor’s initiative, PhillyStat360 which will provide line of sight and wrap-around integration for all city services to ensure that Philadelphians have a government they can see, touch and feel.

Key projects for the office include:

• Creating a system that provides timely and accurate information regarding the provision of city services.
• Developing an accountability and management model, based upon existing CompStat processes, that allows for the rapid deployment of City operational resources to address quality of life and community concerns by using effective tactics and strategies that are routinely reassessed for effectiveness.
• Implementing a sustainable system that provides for relentless follow-up and the authority to nimbly adjust and adapt strategies and tactics when necessary to ensure effective performance of city services and enhance community satisfaction so that Philadelphians have a government that they can see, touch, and feel.

Counsel/PhillyStat360 will comprise a small, diverse, and nimble team whose members, collectively, have expertise and experience in domains including law, City operational departments, project and performance management, data analysis/data science, policy research and analysis, persuasion/communication, and engagement/collaboration. For most projects, the office will use a matrixed approach, pairing PhillyStat360 team members with those from City operational departments who have the specific expertise – ranging from human-centered design to user experience to digital services – needed for the project.

Job Description

Position Summary

The Executive Assistant plays a crucial role in providing high-level administrative support to the Chief Counsel and Director of PhillyStat360, as well as the PhillyStat360 Team when necessary. This position will manage schedules, organize meetings and appointments, handling correspondence, preparing reports and presentations, and maintaining effective communication between the executive and other staff members or external stakeholders. This role will undertake research, handle travel arrangements, manage expenses, and assist with project coordination as needed.

This position plays a crucial role in ensuring the smooth operation of the Chief Counsel and PhillyStat360 Office by helping to maximize productivity and efficiency.

Essential Functions

• Provides administrative support to the Chief Counsel and Director of PhillyStat360 and, where necessary, the PhillyStat360 Team.  
• Prepares letters and other correspondence.
• Maintains organization filing, including electronic filing system for PhillyStat360 Team.
• Archives reports.
• Compiles quarterly/weekly/daily reports as needed by the PhillyStat360 Team.
• Schedules meetings and interviews and maintains PhillyStat360 cadence.
• Sends requests for information to relevant City Departments and follows up to meet deadlines.
• Prepares for PhillyStat360 meetings.
• Prepares various reports and budget related documents.
• Provides back-up support for hiring and recruiting efforts.
• Collaborates on several projects which often include working with City Departments, Office of the Chief Administrator, and external local, state and regional government entities.
• Assists in preparing various reports and budget-related documents and provides backup support for hirin