Executive Assistant - Executive Office

About the Role

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. This role involves managing the City Solicitor’s calendar and correspondence, preparing briefing materials, reports, and presentations, coordinating meetings, analyzing operational processes, and ensuring matters requiring the City Solicitor’s attention are appropriately prioritized 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.

Responsibilities

• 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; may represent the City Solicitor at meetings as assigned.
• Maintains confidential executive records, including Solicitor Opinions, files, correspondence, and tracking systems; 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.

Requirements

Knowledge

• Public administration, executive office administration, organizational management, and municipal government operations.
• Administrative and operational analysis, workflow improvement, organizational planning, and administrative controls.
• Project management, program coordination, monitoring, and implementation practices.
• Records management, correspondence preparation, scheduling, meeting coordination, and confidential information-handling practices.
• Professional communication, report writing, office technology, Microsoft Office applications, and document-management systems.

Skills

• Managing complex executive calendars, meetings, assignments, projects, deadlines, and competing priorities.
• Analyzing administrative processes and organizational practices and identifying opportunities for operational improvement.
• Conducting research, evaluating information, and developing practical administrative recommendations.
• Preparing and editing executive correspondence, reports, presentations, briefing materials, and other documents.
• Coordinating assignments and communicating effectively with executives, attorneys, managers, employees, and external stakeholders.

Abilities

• Exercise discretion and maintain confidentiality regarding privileged, legal, personnel, policy, and executive-level matters.
• Analyze administrative and operational issues and recommend or implement appropriate solutions.
• Independently organize and coordinate multiple executive assignments and priorities while maintaining accuracy and attention to detail.
• Anticipate the needs of the City Solicitor and proactively coordinate information, materials, decisions, scheduling, and follow-up.
• Establish effective working relationships and represent the City Solicitor professionally and tactfully with internal and external stakeholders.

Qualifications

Preferred candidate will possess an Associate’s 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.

Schedule

This position is designated as fully onsite, and employees are expected to report in person five (5) days per week.

Pay

Salary Range: $76,062 to $88,427.

Benefits

• Unlimited FREE public transportation all year long through SEPTA’s Key Advantage program.
• 8 weeks of paid parental leave.
• Comprehensive health coverage for employees and their eligible dependents.
• Wellness program offering eligibility into the discounted medical plan.
• Paid vacation, sick leave, and holidays.
• Generous retirement savings options.
• Public Service Loan Forgiveness program eligibility for student loan repayment.
• Tuition discounts and scholarships through partnerships with over a dozen local colleges and universities, offering savings of 10% to 40% on educational expenses for employees, and in some cases, spouses and dependents.

About the Employer

The City of Philadelphia Law Department serves as general counsel to the entire City government, providing legal advice to all City officials, employees, departments, agencies, boards, and commissions. The Law Department’s civil practice includes unique issues involving public interest in business, health, safety, commerce, civil rights, taxation, and community development. With over 290 attorneys and 130 professional staff, the department supports seamless operations, reduces the City’s legal liability, and addresses threats to the quality of life impacting Philadelphia taxpayers.

The Law Department values inclusion, integrity, innovation, empowerment, and hard work. It celebrates the diversity of its staff, the City’s workforce, and the residents it serves, promoting an environment of camaraderie, accountability, and inclusiveness.