Senior Legal Assistant - Executive Office

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 City of Philadelphia Law Department acts as general counsel for the entire City government structure. We provide legal advice to all City officials, employees, departments, agencies, boards, and commissions concerning any matters related to the exercise of their official powers.

The Law Department's civil practice includes unique issues involving public interest in business, health, safety, commerce, civil rights, taxation, and community development. We employ more than 240 attorneys and 100 professional staff to support seamless operations, reduce legal liability for the City, and challenge threats to quality of life impacting the taxpayers of Philadelphia.

We are an ever-evolving Department where all are empowered to reach their full potential, to collaborate with clients as true partners, and to see their work have real impact on the city of Philadelphia. We celebrate the diversity of our staff, the City’s workforce, and the residents whom we serve and promote an environment of comradery, accountability, and inclusiveness.

The Executive Team for the City of Philadelphia Law Department consists of the City Solicitor, First Deputy City Solicitor, the Chairs of the Litigation, Corporate and Tax, Social Services, and Investigations, Compliance, and Privacy Groups, Director of Administration, Director of Professional Development, Diversity, Equity and Inclusion, and Director of Communications.

Job Description

The Senior Legal Assistant will provide executive level administrative support for various members of the Executive Team.  Excellent organizational skills are required for this exempt position.  This Senior Legal Assistant must be able to work independently and possess excellent organizational and project management skills.

Essential Functions

Duties of a Senior Legal Assistant in the Executive Office primarily consists of providing executive level administrative support for the members of the Executive Team.  Duties include but are not limited to:

• Preparing letters and other correspondence for executive team,
• Maintaining organization/filing system for City Solicitor including the archiving of Solicitor Opinions
• Compiling quarterly/weekly/daily reports as needed by the Executive Team,
• Scheduling meetings/interviews,
• Tracking assignments,
• Answering telephones and assisting callers with general inquiries for the Law Department,
• Logging mail,
• Preparing various reports and budget related documents,
• Filing and organizing documents for the Versatile system,
• Providing back-up support for hiring and recruiting efforts
• Collaborating on several projects which often include working with other executive team members, Administrative Services and department managers,
• Sending requests for information to relevant City agencies and following up to meet deadlines.

Competencies, Knowledge, Skills and Abilities

• Excellent organizational skills
• Effective and professional oral and written communication
• Ability to work independently and think proactively
• Ability to manage and prioritize numerous assignments
• Computer skills required/desired for the position include:
• MS Office (Word, Excel, Outlook, Powerpoint, OneNote, Access)
• Google Drive (Docs, Sheets, Slides, Forms)
• Spreadsheets (Excel, Google Sheets, OpenOffice Calc). ...
• Email (mail merge, filters, folders, rules)
• Presentations/Slideshows (Powerpoint, Google Slides, OpenOffice Impress, Tableu)
• Microsoft Teams, Zoom and other virtual platforms
• Ability