Executive Assistant Executive Office

Position Summary

The Executive Assistant to the City Solicitor provides high-level executive administrative analytical clerical and operational support to the City Solicitor and assists in the effective management of the Law Department. The position serves as a key liaison between the City Solicitor Law Department leadership City officials departmental executives external partners and other stakeholders.

The position performs a wide variety of executive support and administrative management assignments involving the review coordination and analysis of departmental operations procedures projects and executive priorities. Work includes managing the City Solicitors calendar and correspondence; preparing briefing materials reports and presentations; coordinating meetings and executive assignments; monitoring administrative and organizational initiatives; analyzing operational processes and recommending improvements; and ensuring matters requiring the City Solicitors attention are appropriately prioritized tracked and resolved.

This position regularly handles sensitive confidential privileged personnel litigation policy and executive-level matters requiring discretion sound judgment responsiveness and a comprehensive understanding of City government and departmental operations. The position works with significant independence within established policies and priorities and may represent the City Solicitor in meetings coordinate assignments on the City Solicitors behalf and facilitate the implementation of administrative and procedural changes.

Essential Functions

The functions listed below are intended to describe the general nature and level of work performed in this role. They are not intended to be an exhaustive list of all duties responsibilities or essential functions. Duties may be modified assigned or reassigned as operational needs evolve consistent with applicable law.

• Provides executive administrative clerical analytical and operational support to the City Solicitor and assists in managing the priorities and day-to-day activities of the executive office.
• Participates in the development of program administrative policies and standards and advises the executive on the administrative feasibility of implementing such changes.
• Coordinates projects programs and specific work efforts of assigned staff.
• Manages the City Solicitors calendar meetings briefings correspondence telephone calls visitors travel and other executive activities; prepares agendas materials and necessary logistical arrangements.
• Reviews prioritizes routes and responds to correspondence documents requests and inquiries directed to the City Solicitor and ensures appropriate follow-up.
• Drafts edits and prepares correspondence memoranda reports presentations briefing materials spreadsheets meeting notes and other executive documents.
• Tracks assignments decisions deadlines commitments and special requests originating from the City Solicitor and coordinates with Law Department leadership and staff to ensure timely completion.
• Reviews and analyzes administrative operations procedures workflows records and organizational practices and recommends improvements to enhance efficiency and effectiveness.
• Coordinates special projects administrative initiatives and organizational changes on behalf of the City Solicitor including gathering information monitoring timelines preparing status reports and facilitating implementation.
• Serves as a liaison between the City Solicitor and Law Department leadership City departments executive offices governmental agencies outside counsel and other stakeholders and may represent the City Solicitor at meetings as assigned.
• Maintains confidential executive records including Solicitor Opinions files correspondence and tracking systems and coordinates document routing approvals signatures records management and other executive office administrative functions.
• Anticipates the administrative and operational needs of the City Solicitor identifies competing priorities or emerging issues and performs other related executive support and administrative assignments as required.
• Represents the City Solicitor in conferences and meetings.
• All other duties as assigned.

Competencies Knowledge Skills and Abilities

Knowledge

• Knowledge of public administration executive office administration organizational management and municipal government operations.
• Knowledge of administrative and operational analysis workflow improvement organizational planning and administrative controls.
• Knowledge of project management program coordination monitoring and implementation practices.
• Knowledge of records management correspondence preparation scheduling meeting coordination and confidential information-handling practices.
• Knowledge of professional communication report writing office technology Microsoft Office applications and document-management systems.

Skills

• Skill in managing complex executive calendars meetings assignments projects deadlines and competing priorities.
• Skill in analyzing administrative processes and organizational practices and identifying opportunities for operational improvement.
• Skill in conducting research evaluating information and developing practical administrative recommendations.
• Skill in preparing and editing executive correspondence reports presentations briefing materials and other documents.
• Skill in coordinating assignments and communicating effectively with executives attorneys managers employees and external stakeholders.

Abilities

• Ability to exercise discretion and maintain confidentiality regarding privileged legal personnel policy and executive-level matters.
• Ability to analyze administrative and operational issues and recommend or implement appropriate solutions.
• Ability to independently organize and coordinate multiple executive assignments and priorities while maintaining accuracy and attention to detail.
• Ability to anticipate the needs of the City Solicitor and proactively coordinate information materials decisions scheduling and follow-up.
• Ability to establish effective working relationships and represent the City Solicitor professionally and tactfully with internal and external stakeholders.

Qualifications :

Preferred candidate will possess an Associates degree paralegal certificate or equivalent and have executive support level experience preferably in a legal setting. Preferred candidate will possess four years of progressively responsible experience providing administrative executive operational or project support to senior leadership. Experience supporting executives in government legal public-sector or similarly complex organizations is preferred.

Work Location & Onsite Expectations

This position is designated as fully onsite and employees are expected to report in person five (5) days per week in accordance with the City Policy. Regular on-site presence is an operational requirement of this role.

Who Thrives in This Role

This position is well-suited for candidates who are adaptable collaborative comfortable making decisions in real time and able to manage competing priorities while maintaining a high standard of professionalism in a fast-paced in-person environment.

Additional Information :

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

Salary Range: $76062 to $88427 - Commensurate with education and experience

Any questions related to this position should be directed to Renee Garcia City Solicitor Executive Office (). 

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.

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No

Employment Type :

Full-time