Strategic Executive Assistant and Analyst

The Strategic Executive Assistant and Business Analyst serves as a hybrid role combining the organizational and administrative support of an Executive Assistant with the analytical and technical expertise of a Business Analyst. This position provides highlevel support to an IT department executive by managing daily operations drafting communications preparing presentations coordinating tasks and analyzing data to inform strategic decisions.
The ideal candidate is detailoriented techsavvy and thrives in a fastpaced environment requiring multitasking critical thinking and strong communication skills.

Key Responsibilities
Executive Support
    Manage the executives calendar schedule meetings and coordinate travel arrangements.
    Draft proofread and format executive communications including emails memos reports and presentations.
    Organize and maintain confidential files and documents ensuring easy accessibility.
    Prepare and refine PowerPoint presentations for internal and external meetings ensuring visual and content quality aligns with organizational standards.
    Screen and prioritize emails calls and requests ensuring the executives time is focused on strategic priorities.
Business Analysis and Strategic Support
    Collaborate with the executive to collect analyze and summarize data to support decisionmaking.
    Research IT trends tools and solutions to provide insights and recommendations for department initiatives.
    Develop task management systems to track progress on projects and departmental goals.
    Assist in drafting strategic plans proposals and departmental policies based on data analysis and stakeholder input.
    Participate in project planning meetings and follow up on deliverables ensuring alignment with timelines and objectives.
CrossDepartmental Coordination
    Act as a liaison between the executive and other team members facilitating clear communication and task delegation.
    Maintain an understanding of ongoing IT projects to provide updates and insights to the executive.
    Coordinate team meetings prepare agendas and capture action items for followup.
Process Improvement and Task Management
    Proactively identify inefficiencies in workflows and suggest process improvements.
    Implement organizational tools (e.g. project management software) to optimize task tracking and collaboration.
    Ensure all tasks delegated by the executive are followed through to completion and reported back accurately.
ProjectSpecific Research
    Collect and analyze data to support the executive in identifying and prioritizing IT department initiatives.
    Research software tools solutions or vendors to provide recommendations that align with organizational goals.
    Develop summaries and insights from internal and external sources to support decisionmaking during projects.
    Prepare feasibility analyses for new proposals considering cost impact and organizational alignment.
 

Qualifications :

Education:
    Bachelors degree in Business Administration Information Technology or a related.
Experience:
    3 years in an Executive Assistant Business Analyst or similar support role preferably within IT or a technical environment.
    Demonstrated experience creating professional PowerPoint presentations and drafting executivelevel communications.
Skills:
    Exceptional proficiency in Microsoft Office Suite especially PowerPoint Excel and Word.
    Knowledge of project management and collaboration tools (e.g. Asana Trello Jira).
    Strong written and verbal communication skills with attention to detail.
    Ability to analyze and present data effectively to inform decisions.
    Organizational and multitasking abilities with a focus on prioritizing tasks in a fastpaced environment.
Preferred Skills:
    Familiarity with IT processes terminology and department operations.
    Basic knowledge of data visualization tools (e.g. Tableau Power BI).
Core Competencies
    Analytical Thinking
    Communication Excellence
    Organizational Agility
    Problem Solving
    Strategic Alignment
 

Additional Information :

Salary Range: $75000 $85000

Important: To apply candidates must provide a cover letter and resume.

We wont accept or review incomplete applications.

Work Setting: inperson (onsite)

Discover the Perks of Being a City of Philadelphia Employee:
   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.
   Enjoy a Free Commute on SEPTA Starting September 1 2023 eligible City employees will no longer have to worry about paying for SEPTA public transportation. Whether youre a fulltime parttime or provisional employee you can seize the opportunity to sign up for the SEPTA Key Advantage Program and receive free Key cards for free rides on SEPTA buses trains trolleys and regional rails.
   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 wellbeing 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 nonmedical nonemergency or patient facing positions with the City of Philadelphia. As a result only employees in positions providing services that are patientfacing 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 ator send an email to
 

Remote Work :

No

Employment Type :

Fulltime