Special Assistant to the Chief of Staff

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 O’Rourke is a first-term, at-large Philadelphia councilmember whose time in office began in January 2024. Councilmember O’Rourke is the second Working Families Party candidate to be elected to City Council, and he holds the leadership role of Minority Whip. Councilmember O’Rourke is a minister, community organizer, and legislator – dedicated to making sure Philadelphia is a City that loves you back by empowering your voice, meeting your needs, and resourcing your dreams.

The Office of Councilmember O’Rourke is a dynamic & fast-paced team that values:

• Creative solutions to Philadelphia’s toughest challenges,
• Deep relationship-building within our own team, our Council colleagues, and our community/movement partners,
• Disciplined & rigorous focus to support the working class people of Philadelphia, and
• An unwavering commitment to inclusivity – ensuring that our office is a welcoming space for all employees and constituents, regardless of background, identity, or circumstance.

Job Description

The Special Assistant to the Chief of Staff at the Office of City Councilmember Nicolas O’Rourke ensures operational efficiency and effectiveness within the office. The Special Assistant’s core functions include managing the Councilmember's schedule, coordinating office activities, and ensuring a smooth workflow across the team.

Essential Functions

SCHEDULING

Maintain an accurate and up-to-date calendar for the Councilmember, including all officially scheduled Council events (hearings, legislative sessions) and relevant events assigned to staff members. Work closely with the Councilmember to develop a sustainable calendar and to prioritize essential meetings and events. These tasks include:

• Manage and screen meeting and event requests in a timely manner
• Communicate considerately and respectfully regarding the status of meeting and event requests
• Obtain all necessary logistical information for meetings and events (speaking expectations, precise schedule breakdowns, parking options, etc)
• Be available as necessary (mornings, evenings, weekends) to promptly respond to scheduling changes
• Collaborate with point people in the office to prepare briefing memos for the Councilman for events & engagements, including event details and talking points
• Provide weekly updates to Councilman to confirm scheduled events and ensure the Councilwoman has appropriate coverage and accompaniment to arrive and depart in a timely and safe manner

OFFICE MANAGEMENT

• Maintain office supplies, equipment, and facilities – including tracking & ordering supplies and reserving spaces/conference rooms
• Track all ethics-related documentation, including receipt of tickets and in-kind gifts, donations, etc. which are required for reporting purposes
• Maintain accurate and up-to-date contact information and email lists
• Manage the office’s mail intake and prepare correspondence and other documents on behalf of the Councilmember
• Act as the primary liaison between the office and HR, IT, security, ethics, and fleet management
• Support onboarding of new staff, interns, and volunteers by maintaining office policies, procedures, & trainings

SPECIAL PROJECTS & ADDITIONAL DUTIES

• Accompany the Councilman to community events & appearances
• Build and maintain relationships with community organizations
• Coordinate & draft honorary citations, resolutions, and letters of support for community part