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 heart of 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, and 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. 

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 EA 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 EA oversees office administration, including managing incoming mail, coordinating events, and assisting with staff onboarding. The EA also handles neighborhood services, responding to calls, and working permits and event requests. Furthermore, the EA supports the Chief of Staff with project planning, coordination, and reporting on key office initiatives. 

Essential Functions 

• Scheduling and Administrative Support for Councilmember – 50%: The Executive Assistant (EA) will manage the Councilmember’s schedule and provide real-time support, including preparing detailed daily agendas, drafting appointment memos, and taking follow-up meeting notes. The EA will communicate respectfully, timely, and professionally regarding the status of meeting and event requests, ensuring all necessary logistical information is gathered, such as speaking expectations, schedule breakdowns, and parking arrangements. 

The EA will collaborate with the Chief of Staff and the entire team to ensure the Councilmember is thoroughly prepared for all official calendar engagements, with proper staffing and follow-up as required. The EA will also manage personal correspondence on behalf of the Councilmember, including thank-you notes, condolences, and honorific messages, ensuring that all communications reflect the Councilmember’s voice and values with the utmost sensitivity and professionalism. 

The EA will work closely with the Chief of Staff to monitor the Councilmember’s email correspondence, appropriately assign tasks, ensure timely follow-up, and accurately document outcomes. The EA will also maintain a detailed system for tracking reimbursements, gifts, and other duty-related activities, ensuring precise reporting and full compliance with regulations. Furthermore, the EA will organize and maintain comprehensive records of the Councilmember’s notes, requests, and follow-up actions, ensuring efficient tracking and accountability. 

Office Administrative Support-25%: The Executive Assistant will oversee office management fo