Executive Assistant

Position Summary

The Executive Assistant will primarily provide support to the Executive Director and Deputy Executive Director but will support the agency as a whole and CPOC Commissioners as needed. This position provides administrative and operational support to the CPOC executive team ensuring effective communication project coordination and seamless management of key agency 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.

Essential Functions

Calendar and Schedule Management:
    Efficiently manage and prioritize the schedules of the CPOC executive team
    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 ED and Deputy ED
    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 executive team
    Take minutes at meetings track action items and ensure timely follow-up
    Assist in the planning logistics and execution of commission events conferences and community 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
    Provide support with special projects as assigned
    Record and distribute meeting notes
    Answer telephone and assist with complaint intake providing courteous compassionate and professional service to complainants.
    Prepare internal and external referrals as needed to ensure complaints and other constituent concerns are properly addressed.
    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 stakeholders at all levels; able to influence and engage across multiple teams; excellent verbal and written communication 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
    Basic office operations

Work-Life

Working hours are generally 37.5 hours per week.  Our team is currently hybrid with a predetermined schedule of both virtual and in-office days however the position can opt to come in the office each day if desired. New employees will have a 90-day in-person probationary period upon hiring.

Qualifications :

• High school diploma; Bachelors degree is a plus
• 3 years of administrative experience
• Familiarity with the Microsoft Office Suite required
• 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 time-management and attention to detail skills
• Government/public sector experience is a plus
• Fluency in other languages is not a requirement but a plus.
• Knowledge of Philadelphia and communities of Philadelphia a plus.

Additional Information :

TO APPLY: Interested candidates must submit a cover letter resume and references.

Salary Range: $60000 - $70000

Discover the Perks of Being a City of Philadelphia Employee:

• Transportation: City employees get unlimited FREE public transportation all year long through SEPTAs Key Advantage program. Employees can ride on SEPTA buses subways trolleys and regional rail for their daily commute and more.
• Parental Benefits: The City offers its employees 8 weeks of paid parental leave.
• 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.
• 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

For more information go to: Human Relations Website: Work :

No

Employment Type :

Full-time