Senior IT Administrative Analyst

This position has direct or indirect responsibility for a broad spectrum of administrative functions including office administration office management and procurement/invoicing. Under general supervision of the CSSO the Senior IT Administrative Analyst will serve as the right hand to senior executive(s); owning calendars communications meetings and follow-through while using modern tools (M365 Teams/SharePoint Copilot/ChatGPT Power Automate) to streamline workflows. Youll draft crisp communications prep briefings and decks track actions and anticipate needs so leaders can focus on outcomes. Assignments will include compiling and analyzing data and coordinating multiple concurrent activities; providing confidential technical and administrative support to the CSSO; and establishing significant knowledge of organizational policies procedures and practices. 

Essential Functions

This position will be responsible for the following: 

Executive Operations:

• Manage complex calendars priorities and constraints; proactively resolve conflicts.
• Orchestrate meetings: agendas materials attendee prep minutes and action tracking.
• Coordinate travel and events; handle logistics itineraries and expense reconciliation

Briefing & Communications 

• Draft emails memos talking points one-pagers and board/council materials; ensure tone and accuracy.
• Build and polish slide decks; maintain templates and speaker notes.
• Prepare situational briefs by synthesizing inputs from multiple teams; highlight risks/decisions

AI & Automation (Power-User Level)

• Use Copilot/ChatGPT to summarize meetings draft comms create KB articles and extract action items.
• Build or maintain simple Power Automate flows (approvals reminders routing notifications).
• Maintain shared To-Do/Planner/Lists for executive priorities and OKR/progress tracking.

Information & Records Management 

• Maintain organized SharePoint/Teams workspaces permissions (basic) and version control.
• Track policies deadlines and deliverables; ensure records retention and accessibility standards.

Stakeholder & Vendor Coordination

• Serve as liaison with department leads partner agencies and vendors; prepare/track follow-ups.
• Support light procurement tasks (quotes SOW intake PO tracking) and budget logs.

IT/Tool Stewardship (Light)

• Triage routine access/permissions requests; open/track IT tickets; capture learnings in simple SOPs.

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 personal computers printers and scanners 
• Maintain confidential information and data 
• Set and maintain priorities with a large workload 
• Maintain project costs and expenditures via spreadsheets for all projects and cost centers 
• Proficiency in Microsoft Office Suite
• 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
• Writing & synthesis Customer service mindset
• Tech curiosity Continuous improvement

Qualifications :

Education

• High School Diploma and two years of recent post-high school education required. College degree a plus but not required.   

Minimum Qualifications

• 35 years supporting executives (EA/Chief-of-Staff assistant project coordinator or similar).
• Excellent writing and editing; detail-obsessed organizer who anticipates needs.
• Proficiency with Microsoft 365 (Outlook Teams SharePoint OneDrive PowerPoint Excel).
• AI fluency: comfortable using Copilot/ChatGPT for drafting summarizing and task extraction; sound judgment reviewing outputs.
• Automation basics: can configure or edit simple Power Automate flows; comfort with Forms/Lists.
• Strong discretion and judgment handling confidential information.

Nice to Have

• Experience in public sector or a large matrixed organization.
• Basic familiarity with ITSM tools (ServiceNow/TeamDynamix/JSM) for request tracking
• Light data/reporting skills (Excel pivots simple Power BI visuals).

Additional Information :

Salary Range: $55000 - $65000

Did you know
We are a Public Service Loan Forgiveness Program qualified employer : 25% tuition discount program for City employees (and sometimes spouses and dependents as well) in partnership with area colleges and universities

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

*The successful candidate must be a city of Philadelphia resident within six months of hire
Please note that effective September 1 2021 the City of Philadelphia is requiring all new employees to
present proof of vaccination against COVID-19.

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 faqpchr @. For more information go to: Human Relations Website:
Work :

No

Employment Type :

Full-time