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 Office of Strategic Partnerships plays a crucial role in addressing Philadelphia’s diverse needs by cultivating and mobilizing resources from private, nonprofit, and philanthropic sectors throughout the region. Taking a comprehensive approach, the office aligns external support with city initiatives to enhance service delivery, expand community programs, and address key issues affecting residents. By fostering collaborations across sectors, the Office of Strategic Partnerships strengthens Philadelphia’s social and economic fabric, working to ensure that all partnerships are strategically focused on creating sustainable impact and advancing the city’s goals.

Job Description

Position Summary

The Executive Assistant plays a crucial role in providing high-level administrative support to the Chief Strategy and Partnership Officer (CSPO), as well as the Office of Stategic Partnership Team (OSP) 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.

Essential Functions

• Provides administrative support to the Chief Strategy and Partnership Officer and, where necessary, the OSP team. 
• Prepares letters and other correspondence.
• Maintains organization filing, including electronic filing system.
• Archives reports.
• Compiles quarterly/weekly/daily reports as needed by the PhillyStat360 Team.
• Schedules meetings and interviews and maintains OSP cadence.
• Sends requests for information to relevant City Departments and follows up to meet deadlines.
• Prepares for meetings.
• Prepares various reports and budget related documents.
• 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 hiring and recruiting efforts.
• Other duties as assigned.

Required Competencies, Knowledge, Skills, and Abilities

Knowledge:

• Proficiency in office productivity software such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications.
• Knowledge of office management procedures and familiarity with office equipment and technology.
• Experience exercising discretion and confidentiality with sensitive information.
• Experience interacting with the community.

Skills:

• Excellent organizational skills.
• Effective and professional oral and written communication.
• Ability to work independently and think proactively.
• Ability to manage and prioritize numerous assignments.
• Ability to complete work projects in a timely and accurate manner.
• Experience coordinating travel arrangements, managing expenses, and assisting with project coordination.
• Proficiency in MS Office (Word, Excel, Outlook, PowerPoint, OneNote, Access).
• Proficiency in Spreadsheets (Excel, OpenOffice Calc).
• Proficiency in Email (mail merge, filters, folders, rules).
• Proficiency in Presentations/Slideshows (PowerPoint, OpenOffice Impress, Tableau).
• Proficiency in Microsoft Teams, Zoom, and o