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 people’s voice in our municipal government, comprised of seventeen dedicated members—ten by district and seven city-wide. Councilmember Anthony Phillips represents the 9th District, which includes vibrant neighborhoods like East Oak Lane, Mt. Airy, Olney, Oxford Circle, Lawncrest, Logan, and West Oak Lane. 

Elected to fill the vacancy left by Mayor Parker, he was re-elected in 2023 for his first full term. Recognized by the Philadelphia Inquirer as an engaged and effective leader, Councilmember Phillips has successfully championed key legislation, including traffic calming measures near schools, regulations against illegal truck parking, and initiatives to shut down nuisance businesses. 

The Office of Councilmember Phillips is committed to fostering transformative change in our communities and providing resources for neighbors. We focus on education, quality of life, youth programs, public safety, and neighborhood revitalization. With a background in education and non-profit leadership, Councilmember Phillips actively advocates for young people and all generations and 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, with occasional evening and weekend hours as necessary. This is an in-person position primarily focused on providing direct support to the Councilmember and Chief of Staff, with responsibilities centered on office management and administrative functions to ensure the efficient operation of the office. 

Job Description

Position Summary 

The Executive Assistant (EA) provides comprehensive support to the Councilmember, managing their schedule, preparing agendas, taking meeting notes, and handling personal correspondence. The Executive Assistant reports directly to the Chief of Staff, ensuring the Councilmember is well-prepared for all engagements and that office activities are accurately tracked and compliant with regulations. 

In addition, the Executive Assistant handles the office administration, including managing incoming mail, coordinating events, and assisting with staff onboarding. The Executive Assistant also handles neighborhood services, responding to calls at City Hall, and helping neighbors with permits and event requests. Furthermore, the Executive Assistant supports the Chief of Staff with project planning, coordination, and reporting on key office initiatives. 

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 eff