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 City Council of Philadelphia is the legislative body of our municipal government, serving as the voice of the people. It is composed of seventeen members—ten elected by district and seven city-wide.

Councilmember Dr. Anthony Phillips represents the 9th District, which includes the vibrant neighborhoods of East Oak Lane, Fern Rock, Mt. Airy, Olney, Oxford Circle, Lawncrest, Logan, and West Oak Lane. He was first elected to fill the vacancy left by Mayor Cherelle Parker and re-elected in 2023 for his first full term. Recognized by The Philadelphia Inquirer as an engaged and effective leader, Councilmember Phillips has championed impactful legislation on traffic safety near schools, illegal truck parking, and the closure of nuisance businesses.

The Office of Councilmember Phillips is committed to advancing transformative change and delivering resources that uplift our communities. Our priorities include education, public safety, youth development, neighborhood revitalization, and improving quality of life. With a strong background in education and nonprofit leadership, Councilmember Phillips is a tireless advocate for neighbors of all ages and currently serves as Chair of the Committees on Children and Youth; and Parks, Recreation, and Cultural Affairs.

Work-Life

The Executive Assistant works 37.5 hours per week, including at least one evening community meeting weekly and occasional weekend hours.

Job Description

The Executive Assistant provides executive and administrative support to the Councilmember while overseeing the daily operations of the City Hall office. This position manages the Councilmember's schedule, correspondence, meeting preparation, and follow-up; coordinates office administration and special projects; and serves as a key point of contact for constituents, community stakeholders, and City departments. The Executive Assistant ensures efficient office operations, supports neighborhood service requests, and helps advance the Councilmember's legislative and community priorities through exceptional organization, communication, and neighbor service.

Essential Functions

Scheduling and Administrative Support for Councilmember – 50%:

• Manage the Councilmember’s schedule, prepare daily agendas, draft appointment memos, and take meeting notes.
• Communicate professionally and promptly regarding meeting/event requests, gathering all necessary logistical details (e.g., speaking expectations, schedule breakdowns, parking arrangements).
• Collaborate with the Chief of Staff and team to ensure the Councilmember is prepared for all engagements, with appropriate staffing and follow-up.
• Handle personal correspondence, including thank-you notes, condolences, and honorific messages, ensuring all communications reflect the Councilmember’s voice and values.
• Monitor the Councilmember’s email correspondence, assign tasks, ensure timely follow-up, and document outcomes accurately.
• Track reimbursements, gifts, and other duty-related activities to ensure compliance with regulations.
• Maintain organized records of the Councilmember’s notes, requests, and follow-up actions for efficient tracking and accountability.

Office Management – 30%:

• Process and record all mail correspondence, maintain an organized tracking system, and ensure timely follow-up after obtaining approval.
• Manage intern onboarding and programing in collaboration with the Chief of Staff.
• Coordinate event and ticket requests, as well as the ticket a