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

Councilmember Dr. Nina Ahmad represents the City of Philadelphia as an at-large council member. Her term began in January of 2024 - since then, Councilmember Ahmad and her team have worked to address major issues in Philadelphia such as maternal health care, human trafficking and threats facing the environmental and economic wellbeing of Philadelphians.

Councilmember Ahmad’s office currently has an opening for the Executive Assistant position. The Executive Assistant provides high-level direct support to the Councilmember.

Job Description

The Executive Assistant will join a diverse and talented team to help Councilmember Ahmad achieve her goals of helping the City of Philadelphia to become a more equitable, transparent, data-driven government that is responsive to the needs of the people by working with team members, community members, City Council, the City administration, and other stakeholders to improve the lives of residents throughout the City of Philadelphia.

This position requires an effective and self-motivated individual who exercises discretion and independent judgment while handling confidential and sensitive matters of an administrative/secretarial nature in support of the Councilmember.  It requires a general working knowledge of the Councilmember’s goals, and priorities. The successful candidate will work collaboratively with staff within the office, as well as with the Council, City Administration and constituent groups. 

Essential Functions

• Scheduling and managing the Councilmember’s calendar, ensuring coordination organization, and following protocols for meeting requests forms/approvals
• Delegate staffing responsibilities, sharing calendar invites, and providing all logistics for meetings and events (press attendance, parking, schedule breakdown, speaking roles, key people/contact information)
• Represent the Councilmember at various meetings and engagements
• Track all timecards of all staff members and be fully versed on HR policies and procedures
• Track all ethics-related documentation, including receipts, tickets, gifts, donations
• Respond to mail, compose correspondence and letters.
• Organize and update relevant resource pamphlets, business cards, flyers, etc. that are given to our office from organizations for tabling events, etc.
• Track, order, and organize office supplies and communicate office needs with the Sergeant of Arms
• Coordinate the distribution of citations with the Legislative Assistant
• Update the visitor log and track contacts of every individual who contacts our office
• Complete letters of support for grant applications of organizations
• Fill Councilmember’s car with gas
• Support Constituent services
• Staff Councilmember when needed
• Supervise interns and part-time employees
• Other support services as may be required

Competencies, Knowledge, Skills, and Abilities

• Understand the organization and operation of the Council office and of outside agencies as necessary to assume assigned responsibilities.
• Communicate effectively, both orally and in writing.
• Interpret and apply administrative and departmental policies, laws and rules.
• Analyze situations and recommend and/or adopt effective courses of action
• Have strong skills in reporting, scheduling, organization, time management and travel logistics. 
• Be resourceful, innovative and have strong constituent service skills
• Demonstrate the ability to be flexible, sensible and respectful while working in a diverse environment 
• Maintain