Mayor’s Office of Strategic Partnerships - 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 head of the Office of Strategic Partnerships (OSP), as well as the Office of Strategic 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

• Drafts, reviews, and manages emails, reports, memos, and other official communications.

• Provides administrative support to the head of the office and, where necessary, the OSP team.

• Prepares letters and other correspondence.

• Maintains organization filing, including electronic filing system.

• Archives reports.

• Organizes and prepares for internal and external meetings, public events, and speaking engagements, including briefing materials and follow-ups.

• Serves as the primary point of contact between the Mayor’s Office and city departments, elected officials, business leaders, and community organizations.

• Handles sensitive and confidential matters with discretion, including policy discussions, personnel matters, and high-profile city initiatives.

• Assists in the preparation of reports, presentations, and policy documents, conducting background research as needed.

• Tracks key projects and deadlines, ensuring follow-ups and timely execution of initiatives

• 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.

• Provides critical support during emergency situations, city events, and high-pressure scenarios, ensuring smooth decision-making and execution.

• Assists in planning public appearances, press conferences, and stakeholder events, ensuring proper protocol and representation

• 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.

• Executive office management and high-level government administration.

• Meeting coordination, scheduling, and travel logistics for senior officials.

• Stakeholder engagement, protocol, and intergovernmental relations.

Skills:

• Excellent organizational skills.

• Multitasking and prioritization of complex tasks and deadlines.

• Event coordination, meeting planning, and agenda preparation.

• Problem-solving and handling fast-paced, high-pressure environments.

• 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 other virtual platforms.

Abilities:

• Experience working in a fast-paced environment, managing multiple priorities, and meeting tight deadlines.

• Strong communication skills, both written and verbal, with the ability to interact professionally with executives, staff members, and external stakeholders.

• Excellent organizational skills and attention to detail, with the ability to maintain confidentiality and handle sensitive information with discretion.

• Demonstrated ability to work independently, take initiative, and solve problems effectively.

• Additional certifications or training in office administration, project management, or related fields may be advantageous.

Qualifications

Completion of post-secondary education. Bachelor’s degree preferred.

At least five years of experience in executive administration, government operations, or high-level administrative support with a strong background in calendar management, communication and stakeholder engagement.

Experience working in a government, public policy, or municipal setting is preferred.

We value diverse experiences and are open to flexible qualifications. If you are passionate about this role and meet some of the key criteria, we encourage you to apply.

Additional Information

TO APPLY: Interested candidates must submit a cover letter and resume.

Salary Range: $65,000 - $85,000

Discover the Perks of Being a City of Philadelphia Employee:

• Transportation: City employees get unlimited FREE public transportation all year long through SEPTA’s Key Advantage program. Employees can ride on SEPTA buses, subways, trolleys, and regional rail for their daily commute and more.
• Parental Benefits: The City offers its employees 8 weeks of paid parental leave.
• We offer Comprehensive health coverage for employees and their eligible dependents.
• Our wellness program offers eligibility into the discounted medical plan
• Employees receive paid vacation, sick leave, and holidays
• Generous retirement savings options are available
• Pay off your student loans faster - As a qualifying employer, City of Philadelphia employees are eligible to participate in the Public Service Loan Forgiveness program. Join the ranks of hundreds of employees who have already benefited from this program and achieved student loan forgiveness.
• Unlock Tuition Discounts and Scholarships - The City of Philadelphia has forged partnerships with over a dozen esteemed colleges and universities in the area, ensuring that our employees have access to a wide range of tuition discounts and scholarships. Experience savings of 10% to 40% on your educational expenses, extending not only to City employees but in some cases, spouse and dependents too!

Join the City of Philadelphia team today and seize these incredible benefits designed to enhance your financial well-being and personal growth!

*The successful candidate must be a city of Philadelphia resident within six months of hire

Effective May 22, 2023, vaccinations are no longer required for new employees that work in non-medical, non-emergency or patient facing positions with the City of Philadelphia. As a result, only employees in positions providing services that are patient-facing medical care (ex: Nurses, doctors, emergency medical personnel), must be fully vaccinated.

The City of Philadelphia is an Equal Opportunity employer and does not permit discrimination based on race, ethnicity, color, sex, sexual orientation, gender identity, religion, national origin, ancestry, age, disability, marital status, source of income, familial status, genetic information or domestic or sexual violence victim status. If you believe you were discriminated against, call the Philadelphia Commission on Human Relations at 215-686-4670 or send an email to [email protected].

For more information, go to: Human Relations Website: http://www.phila.gov/humanrelations/Pages/default.aspx