Executive Senior Legal Assistant & Office Manager - Executive Office

About the Role

The Executive Senior Legal Assistant and Office Manager provides high-level administrative support to senior members of the Law Department’s executive team, ensuring efficient coordination of daily operations and strategic initiatives. This role works collaboratively with department leadership to coordinate complex scheduling, organize essential documents, manage communications, and maintain efficient executive workflows while exercising sound judgment with confidential and sensitive legal matters. This role also includes some supervisory responsibilities.

Responsibilities

• Draft and prepare letters, memoranda, and executive correspondence.
• Maintain organized legal and administrative records, including archiving Solicitor Opinions and other confidential materials.
• Compile and format recurring reports and deliverables for senior leadership.
• Coordinate complex scheduling, including meetings, interviews, and cross-departmental engagements.
• Monitor and track assignments to support timely completion of executive priorities.
• Manage incoming calls and provide assistance for general Law Department inquiries.
• Log, route, and monitor incoming mail and information requests.
• Collaborate on departmental projects with executive team members and division managers.
• Initiate and follow up on information requests to City agencies to ensure deadlines are met.
• Monitor and coordinate supplies and equipment, including placing equipment requests for printer/copier maintenance and maintaining inventory of office supplies to ensure smooth and uninterrupted service of the Executive Office in coordination with the Administrative Services Unit.
• Provide leadership and direction of executive office reception operations, ensuring a professional, efficient, and consistently high-quality experience for all visitors, callers, and inquiries.

Requirements

• Excellent organizational skills.
• Effective and professional oral and written communication.
• Ability to work independently and think proactively.
• Ability to manage and prioritize numerous assignments.
• Computer skills including: MS Office (Word, Excel, Outlook, PowerPoint, OneNote, Access), Google Drive (Docs, Sheets, Slides, Forms), spreadsheets (Excel, Google Sheets, OpenOffice Calc), email (mail merge, filters, folders, rules), presentations/slideshows (PowerPoint, Google Slides, OpenOffice Impress, Tableau), and virtual platforms (Microsoft Teams, Zoom).
• Ability to complete work projects in a timely and accurate manner.
• Commitment to advancing diversity, equity, and inclusion.
• Experience exercising discretion and confidentiality with sensitive information.
• Demonstrated ability to manage direct report(s).

Qualifications

Preferred candidate will possess an Associate's degree, paralegal certificate, or equivalent and have executive support level experience, preferably in a legal setting.

Schedule

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

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.
• Paid vacation, sick leave, and holidays.
• Generous retirement savings options.
• Eligibility to participate in the Public Service Loan Forgiveness program.
• Tuition discounts and scholarships through partnerships with over a dozen colleges and universities (savings of 10% to 40%, extending to employees, spouses, and dependents in some cases).

Pay

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

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, celebrating the diversity of its staff and the residents it serves. It promotes an environment of camaraderie, accountability, and inclusiveness.

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.