Strategic Executive Assistant and Analyst

The Office of Innovation and Technology currently has a temporary opportunity for a Strategic Executive Assistant and Business Analyst.  Although the role will initially be filled as a temporary 6-month assignment the right candidate may be considered for transition to a full-time appointment in the position.

Essential Functions

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 decision-making.
• 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.

Cross-Departmental 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 follow-up.

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.

Project-Specific 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 decision-making 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 field of study.

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 and other presentations and drafting executive-level 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 fast-paced 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 - $82500

Salary cannot exceed $82500.

All applications must include a cover letter. Applications without a cover letter will be considered incomplete. 

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

No

Employment Type :

Full-time