Executive Assistant job

About the Role

The Executive Assistant provides executive and administrative support to Councilmember Dr. Anthony Phillips, overseeing daily operations of the City Hall office. This role manages the Councilmember's schedule, correspondence, meeting preparation, and follow-up, while serving as a key point of contact for constituents, community stakeholders, and City departments. The position ensures efficient office operations, supports neighborhood service requests, and helps advance legislative and community priorities through exceptional organization, communication, and neighbor service.

Responsibilities

• Scheduling and Administrative Support for Councilmember (50%):
  • Manage the Councilmember’s schedule, prepare daily agendas, draft appointment memos, and take meeting notes.
  • Communicate professionally regarding meeting/event requests, gathering logistical details (e.g., speaking expectations, schedule breakdowns, parking arrangements).
  • Collaborate with the Chief of Staff to ensure the Councilmember is prepared for engagements, with appropriate staffing and follow-up.
  • Handle personal correspondence, including thank-you notes, condolences, and honorific messages, reflecting the Councilmember’s voice and values.
  • Monitor and manage the Councilmember’s email, assign tasks, ensure timely follow-up, and document outcomes.
  • Track reimbursements, gifts, and duty-related activities for regulatory compliance.
  • Maintain organized records of notes, requests, and follow-up actions.
• Office Management (30%):
  • Process and record mail correspondence, maintain tracking systems, and ensure timely follow-up.
  • Manage intern onboarding and programming in collaboration with the Chief of Staff.
  • Coordinate event and ticket requests, including tours.
  • Handle supply orders, Central Duplication (City Printshop) orders, and liaise with Administration Services and Council Support (IT unit).
  • Manage guest accommodations and City Hall tours.
  • Maintain digital databases for sign-in sheets, event planning documents, and operational materials.
• Neighborhood Services and Special Projects (20%):
  • Manage incoming calls, document messages and neighbor opinions, including full name, address, and details.
  • Welcome visitors and maintain detailed records.
  • Handle neighbor and stakeholder requests for city events, permits, street closures, and showmobile requests.
  • Assist neighbors with issues from calls, walk-ins, or assigned tasks, collaborating with the Neighborhood Services Team.
  • Coordinate and execute office and community events, festivals, and special initiatives, ensuring seamless logistics and stakeholder coordination.

Qualifications

• Bachelor's degree or equivalent professional experience, with at least three years of progressively responsible executive or senior-level administrative experience supporting senior managers or executives.
• Experience in government, nonprofit, or public-sector organizations strongly preferred.
• Excellent verbal and written communication skills.
• Ability to walk through neighborhoods and engage with residents.
• Access to a reliable vehicle and a valid driver’s license.

Competencies

• Organizational Skills: Manage multiple projects, be efficient, punctual, accountable, and adaptable to changing priorities.
• Warm Greetings: Create a welcoming environment with kindness and respect.
• Active Listening: Understand community needs and concerns thoroughly.
• Community Engagement: Build strong relationships with residents and local organizations.

Work-Life

The Executive Assistant works 37.5 hours per week, including at least one evening community meeting weekly and occasional weekend hours.

Benefits

• Unlimited FREE public transportation through SEPTA’s Key Advantage program.
• 8 weeks of paid parental leave.
• Comprehensive health coverage for employees and eligible dependents.
• Wellness program with eligibility for discounted medical plans.
• Paid vacation, sick leave, and holidays.
• Generous retirement savings options.
• Eligibility for Public Service Loan Forgiveness program.
• Tuition discounts and scholarships at partnered colleges and universities.

Salary Range: $57,000 to $65,000

Additional Information: The successful candidate must be a Philadelphia resident within six months of hire. Effective May 22, 2023, vaccinations are no longer required for non-medical, non-emergency, or non-patient-facing positions.