IT Executive Assistant /Administrative Analyst

The IT Executive Assistant will be providing support to the Chief Project Management Officer and CEO. This position provides administrative and operational support to the CPMO and CEO ensuring effective communication project coordination and seamless management of key city initiatives. The role demands a proactive detail-oriented individual who can manage multiple priorities and interact with a broad range of internal and external stakeholders.

Calendar and Schedule Management:
    Efficiently manage and prioritize the schedules of the CPMO and CEO
    Schedule meetings appointments and travel ensuring proper time management and prioritization
    Resolve scheduling conflicts and proactively identify solutions

Communication Management:
    Serve as the primary point of contact for internal and external stakeholders including City departments government officials and community organizations
    Screen phone calls emails and correspondence for both executives
    Draft proofread and edit documents reports and presentations for the CPMO and CEO
    Facilitate the flow of communication and follow up on key action items

Meeting & Event Coordination:
    Organize and prepare materials for meetings conferences and public events involving the CPMO and CEO
    Take minutes at meetings track action items and ensure timely follow-up
    Assist in the planning logistics and execution of city-wide events conferences and stakeholder engagement activities

Project Management Support:
    Help prepare and maintain project reports status updates and documentation
    Assist with project-related inquiries

Administrative Support:
    Handle day-to-day administrative tasks such as filing organizing digital and paper records and maintaining office supplies.
    Coordinate travel arrangements including flights accommodations and itineraries for the CPMO and CEO.
    Provide support with special projects assigned by the CPMO and CEO.
    Record and distribute meeting notes
    Answer telephone and personal inquiries
    Create and maintain documents 
    Other duties as assigned 

Data & Document Management:
    Organize maintain and update confidential files and databases
    Assist in preparing reports and presentations for senior leadership and the public
    Ensure the accuracy and integrity of all project-related documentation

Confidentiality & Professionalism:
    Maintain strict confidentiality regarding sensitive issues and discussions
    Exhibit professionalism in all interactions both within the City organization and with external parties

Problem Solving & Initiative:
    Anticipate needs and proactively address administrative challenges
    Offer recommendations for process improvements contributing to a more efficient office environment

Competencies Knowledge Skills and Abilities
    Work independently on difficult or complex administration and clerical tasks 
    Accomplish work requirements in a timely manner 
    Exercise good judgment courtesy and professionalism in receiving office callers and in making proper disposition of problems 
    Establish and maintain effective working relationships with various internal and external clients 
    Operate standard office equipment phone personal computers printers and scanners 
    Maintain confidential information and data 
    Set and maintain priorities with a large workload 
    Fluency in Microsoft Office Suite (i.e. MS Word Excel PowerPoint Outlook SharePoint)
    Strong problemsolving skills communicates in a clear and succinct manner and effectively evaluates information/data to recommend courses of action.
    Excellent communications skills: able to communicate effectively with IT and functional managers at all levels; able to influence and engage across multiple teams; excellent verbal and written communication crossteam training and documentation skills.
    Ability to manage time effectively set priorities appropriately operate with minimal supervision work and act independently/as part of a team and maintain professional demeanor under stress
    Demonstrated customer focus evaluates decisions through the eyes of the customer; builds strong customer relationships; creates processes from customer viewpoint; partners with customers to help shape their future
    Working knowledge of Microsoft Visio is a plus
    Working knowledge of Microsoft Outlook or other automated email/scheduling system
    Basic office operations
 

Qualifications :

Education
    High School Diploma and two years of recent post-high school education required. College degree a plus but not required.   
Experience
    3-7 years administrative/budget/fiscal/accounting experience. 
    Familiarity with the Microsoft Office Suite required. 
    Attention to detail is critical to prepare and interpret a variety of procurement requests and invoice statements. 
    Candidate must be able to handle multiple tasks on a routine basis both accurately and expeditiously 
    Solid analytical and problem-solving abilities.
    Must have strong proven organizational skills
    Candidate must be comfortable with basic Information Technology issues and be willing to learn about new technological trends
    An equivalent combination of education and experience deemed acceptable by OITs Human Resources the CPMO and CEO will also be considered

Additional Information :

Salary Range: $55000- $65000

Starting salary to be determined based on experience and qualifications. 

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

Work Setting: in-person (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 full-time part-time 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 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 or send an email to
 

Remote Work :

No

Employment Type :

Full-time