Executive Assistant - Executive Office

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 of Philadelphia Law Department serves as general counsel to the entire City government. We provide legal advice to all City officials, employees, departments, agencies, boards, and commissions concerning any matters related to the exercise of their official powers.

The Law Department's civil practice includes unique issues involving public interest in business, health, safety, commerce, civil rights, taxation, and community development. We employ more than 290 attorneys and 130 professional staff to support seamless operations, reduce the City's legal liability, and address threats to the quality of life impacting the taxpayers of Philadelphia. We are an ever-evolving Department where all are empowered to reach their full potential, to collaborate with clients as true partners, and to see their work have a tangible impact on the city of Philadelphia.

We celebrate the diversity of our staff, the City’s workforce, and the residents we serve, and we promote an environment of camaraderie, accountability, and inclusiveness. The Executive Team for the City of Philadelphia Law Department consists of the City Solicitor, First Deputy City Solicitor, the Chairs of the Litigation, Corporate and Tax, Social Services, and Investigations, Compliance, and Privacy Groups, Director of Administration, Director of Professional Development, Diversity, Equity and Inclusion, and Director of Communications. Professional Responsibility & Public Service We serve the residents of Philadelphia by providing excellent legal counsel as trustworthy partners to our clients, no matter the challenges we face.

Our work frequently involves sensitive matters, confidential information, and communication with City officials and client agencies. All staff are expected to work collectively to demonstrate professionalism, sound judgement, discretion, and a strong commitment to public service. Job Description Position

Summary

The Executive Assistant to the City Solicitor provides high-level executive, administrative, analytical, clerical, and operational support to the City Solicitor and assists in the effective management of the Law Department. The position serves as a key liaison between the City Solicitor, Law Department leadership, City officials, departmental executives, external partners, and other stakeholders. The position performs a wide variety of executive support and administrative management assignments involving the review, coordination, and analysis of departmental operations, procedures, projects, and executive priorities. Work includes managing the City Solicitor’s calendar and correspondence; preparing briefing materials, reports, and presentations; coordinating meetings and executive assignments; monitoring administrative and organizational initiatives; analyzing operational processes and recommending improvements; and ensuring matters requiring the City Solicitor’s attention are appropriately prioritized, tracked, and resolved. This position regularly handles sensitive, confidential, privileged, personnel, litigation, policy, and executive-level matters requiring discretion, sound judgment, responsiveness, and a comprehensive understanding of City government and departmental operations. The position works with significant independence within established policies and priorities and may represent the City Solicitor in meetings, coordinate assignments on the City Solicitor’s behalf, and facilitate the implementation of administrative and procedural changes. Essential Functions The functions listed below are intended to describe the general nature and level of work performed in this role. They are not intended to be an exhaustive list of all duties, responsibilities, or essential functions. Duties may be modified, assigned, or reassigned as operational needs evolve, consistent with applicable law.

• Provides executive, administrative, clerical, analytical, and operational support to the City Solicitor and assists in managing the priorities and day-to-day activities of the executive office.
• Participates in the development of program administrative policies and standards and advises the executive on the administrative feasibility of implementing such changes.
• Coordinates projects, programs, and specific work efforts of assigned staff.
• Manages the City Solicitor’s calendar, meetings, briefings, correspondence, telephone calls, visitors, travel, and other executive activities; prepares agendas, materials, and necessary logistical arrangements.
• Reviews, prioritizes, routes, and responds to correspondence, documents, requests, and inquiries directed to the City Solicitor and ensures appropriate follow-up.
• Drafts, edits, and prepares correspondence, memoranda, reports, presentations, briefing materials, spreadsheets, meeting notes, and other executive documents.
• Tracks assignments, decisions, deadlines, commitments, and special requests originating from the City Solicitor and coordinates with Law Department leadership and staff to ensure timely completion.
• Reviews and analyzes administrative operations, procedures, workflows, records, and organizational practices and recommends improvements to enhance efficiency and effectiveness.
• Coordinates special projects, administrative initiatives, and organizational changes on behalf of the City Solicitor, including gathering information, monitoring timelines, preparing status reports, and facilitating implementation.
• Serves as a liaison between the City Solicitor and Law Department leadership, City departments, executive offices, governmental agencies, outside counsel, and other stakeholders and may represent the City Solicitor at meetings as assigned.
• Maintains confidential executive records, including Solicitor Opinions, files, correspondence, and tracking systems and coordinates document routing, approvals, signatures, records management, and other executive office administrative functions.
• Anticipates the administrative and operational needs of the City Solicitor, identifies competing priorities or emerging issues, and performs other related executive support and administrative assignments as required.
• Represents the City Solicitor in conferences and meetings.
• All other duties as assigned. Competencies, Knowledge, Skills and Abilities Knowledge
• Knowledge of public administration, executive office administration, organizational management, and municipal government operations.
• Knowledge of administrative and operational analysis, workflow improvement, organizational planning, and administrative controls.
• Knowledge of project management, program coordination, monitoring, and implementation practices.
• Knowledge of records management, correspondence preparation, scheduling, meeting coordination, and confidential information-handling practices.
• Knowledge of professional communication, report writing, office technology, Microsoft Office applications, and document-management systems. Skills
• Skill in managing complex executive calendars, meetings, assignments, projects, deadlines, and competing priorities.
• Skill in analyzing administrative processes and organizational practices and identifying opportunities for operational improvement.
• Skill in conducting research, evaluating information, and developing practical administrative recommendations.
• Skill in preparing and editing executive correspondence, reports, presentations, briefing materials, and other documents.
• Skill in coordinating assignments and communicating effectively with executives, attorneys, managers, employees, and external stakeholders. Abilities
• Ability to exercise discretion and maintain confidentiality regarding privileged, legal, personnel, policy, and executive-level matters.
• Ability to analyze administrative and operational issues and recommend or implement appropriate solutions.
• Ability to independently organize and coordinate multiple executive assignments and priorities while maintaining accuracy and attention to detail.
• Ability to anticipate the needs of the City Solicitor and proactively coordinate information, materials, decisions, scheduling, and follow-up.
• Ability to establish effective working relationships and represent the City Solicitor professionally and tactfully with internal and external stakeholders.

Qualifications

Preferred candidate will possess an Associates degree, paralegal certificate or equivalent and have executive support level experience, preferably in a legal setting. Preferred candidate will possess four years of progressively responsible experience providing administrative, executive, operational, or project support to senior leadership. Experience supporting executives in government, legal, public-sector, or similarly complex organizations is preferred.

Work Location & Onsite Expectations This position is designated as fully onsite and employees are expected to report in person five (5) days per week, in accordance with the City Policy. Regular on-site presence is an operational requirement of this role. Who Thrives in This Role This position is well-suited for candidates who are adaptable, collaborative, comfortable making decisions in real time, and able to manage competing priorities while maintaining a high standard of professionalism in a fast-paced, in-person environment.

Additional Information TO APPLY:   Interested candidates must submit a cover letter and resume. Salary Range: $76,062 to $88,427 - Commensurate with education and experience Any questions related to this position should be directed to Renee Garcia, City Solicitor, Executive Office ([email protected]). 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