Strategic Executive Assistant and Analyst

Company Description

The Office of Innovation & Technology (OIT) is the central IT agency for the City of Philadelphia headed by the Chief Information Officer (CIO). OIT oversees all major information and communications technology initiatives for the City of Philadelphia - increasing the effectiveness of the information technology infrastructure, where the services provided are advanced, optimized, and responsive to the needs of the City of Philadelphia’s businesses, residents, and visitors. OIT responsibilities include: identifying the most effective approach for implementing new information technology directions throughout city government; improving the value of the city’s technology assets and the return on the city’s technology investments; ensuring data security continuity; planning for continuing operations in the event of disruption of information technology or communications services; and supporting accountable, efficient and effective government across every city department, board, commission and agency.

Job Description

The Office of Innovation and Technology currently has a temporary opportunity for a Strategic Executive Assistant and Business Analyst.  Although the role will initially be filled as a temporary, 6-month assignment, the right candidate may be considered for transition to a full-time appointment in the position.

Essential Functions

Executive Support

• Manage the executive’s calendar, schedule meetings, and coordinate travel arrangements.
• Draft, proofread, and format executive communications, including emails, memos, reports, and presentations.
• Organize and maintain confidential files and documents, ensuring easy accessibility.
• Prepare and refine PowerPoint presentations for internal and external meetings, ensuring visual and content quality aligns with organizational standards.
• Screen and prioritize emails, calls, and requests, ensuring the executive’s time is focused on strategic priorities.

Business Analysis and Strategic Support

• Collaborate with the executive to collect, analyze, and summarize data to support decision-making.
• Research IT trends, tools, and solutions to provide insights and recommendations for department initiatives.
• Develop task management systems to track progress on projects and departmental goals.
• Assist in drafting strategic plans, proposals, and departmental policies based on data analysis and stakeholder input.
• Participate in project planning meetings and follow up on deliverables, ensuring alignment with timelines and objectives.

Cross-Departmental Coordination

• Act as a liaison between the executive and other team members, facilitating clear communication and task delegation.
• Maintain an understanding of ongoing IT projects to provide updates and insights to the executive.
• Coordinate team meetings, prepare agendas, and capture action items for follow-up.

Process Improvement and Task Management

• Proactively identify inefficiencies in workflows and suggest process improvements.
• Implement organizational tools (e.g., project management software) to optimize task tracking and collaboration.
• Ensure all tasks delegated by the executive are followed through to completion and reported back accurately.

Project-Specific Research

• Collect and analyze data to support the executive in identifying and prioritizing IT department initiatives.
• Research software tools, solutions, or vendors to provide recommendations that align with organizational goals.
• Develop summaries and insights from internal and external sources to support decision-making during projects.
• Prepare feasibility analyses for new proposals, considering cost, impact, and organizational alignment.

Qualifications

Education:

Bachelor’s degree in Business Administration, Information Technology, or a related field of study.

Experience:

• 3+ years in an Executive Assistant, Business Analyst, or similar support role, preferably within IT or a technical environment.
• Demonstrated experience creating professional PowerPoint and other presentations and drafting executive-level communications.

Skills:

• Exceptional proficiency in Microsoft Office Suite, especially PowerPoint, Excel, and Word.
• Knowledge of project management and collaboration tools (e.g., Asana, Trello, Jira).
• Strong written and verbal communication skills with attention to detail.
• Ability to analyze and present data effectively to inform decisions.
• Organizational and multitasking abilities, with a focus on