IT Executive Assistant /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 IT Executive Assistant will be providing support to the Chief Project Management Officer and CEO. 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.

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:
•    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 for the CPMO and CEO.
•    Provide support with special projects assigned by the CPMO and CEO.
•    Record and distribute meeting notes
•    Answer telephone and personal inquiries
•    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:
•    A