Executive Assistant

About the City of Philadelphia

A best-in-class city that attracts best-in-class talent, Philadelphia is an incredible place to build a career. From our thriving arts scene and rich history to our culture of passion and grit, there are countless reasons to love living and working here. With a workforce of over 30,000 people, and more than 1,000 different job categories, the City of Philadelphia offers boundless opportunities to make an impact. As an employer, the City of Philadelphia values inclusion, integrity, innovation, empowerment, and hard work above all else. We offer a vibrant work environment, comprehensive health care and benefits, and the experience you need to grow and excel. If you’re interested in working with a passionate team of people who care about the future of Philadelphia, start here. What we offer

• Impact - The work you do here matters to millions.
• Growth - Philadelphia is growing, why not grow with it?
• Diversity & Inclusion - Find a career in a place where everyone belongs.
• Benefits - We care about your well-being.

Agency Description

The Office of Diversity, Equity, and Inclusion plays a crucial role in addressing Philadelphia’s diverse needs by cultivating and mobilizing resources from private and nonprofit sectors throughout the region. Taking a comprehensive approach, the office aligns external support with city initiatives to enhance service delivery, expand community programs, and address key issues affecting residents. By fostering collaborations across sectors, the Office of Diversity, Equity, and Inclusion strengthens Philadelphia’s social and economic fabric. It ensures that all partnerships are strategically focused on creating sustainable impact and advancing the city’s goals.

Job Description

Position Summary

The Executive Assistant provides comprehensive, high-level administrative support to the Chief Diversity, Equity, and Inclusion (DEI) Officer and plays an integral role in advancing DEI initiatives across the organization. This position is responsible for managing complex calendars, coordinating meetings and appointments, preparing reports and presentations, and ensuring seamless communication between the executive, internal teams, and external stakeholders. Additional responsibilities include handling correspondence, conducting research, managing expenses, and supporting project coordination to ensure operational efficiency and alignment with organizational goals.

Essential Functions

• Manage and maintain the Chief DEI Officer’s calendar, including scheduling meetings and appointments.
• Prepare and edit correspondence, reports, presentations, and other documents.
• Serve as a liaison between the Chief DEI Officer, internal staff, and external stakeholders to ensure effective communication.
• Coordinate and organize meetings, including preparing agendas and materials.
• Track and manage expenses, process reimbursements, and maintain accurate records.
• Assist with project coordination and ensure timely completion of deliverables.
• Maintain confidentiality and handle sensitive information with discretion.
• Support special projects and other duties as assigned.

Required Competencies, Knowledge, Skills, And Abilities

Knowledge:

• Office management procedures and familiarity with office equipment and technology.
• Certifications or training in office administration, project management, or related fields (preferred).

Skills:

• Advanced knowledge and hands-on experience with MS Office Suite (Word, Excel, Outlook, PowerPoint, OneNote, Access).
• Skilled in spreadsheet management and data analysis using Excel and OpenOffice Calc.
• Expertise in email tools, including mail merge, filters, folders, and rules.
• Competent in creating presentations and visual reports using PowerPoint, OpenOffice Impress, and Tableau.
• Experienced in virtual collaboration platforms such as Microsoft Teams, Zoom, and similar tools.
• Strong written and verbal communication skills; able to interact professionally with executives, staff, and external stakeholders.
• Community engagement experience with a focus on professionalism and discretion.

Abilities:

• Thrive in a fast-paced environment while managing multiple priorities and meeting tight deadlines.
• Demonstrate exceptional organizational skills and attention to detail.
• Maintain confidentiality and handle sensitive information with discretion.
• Work independently, take initiative, and solve problems effectively.
• Manage and prioritize numerous assignments, ensuring timely and accurate completion of projects.

Qualifications

• Associate’s degree in Business Administration or related field; Bachelor’s degree preferred.
• 3+ years of experience providing administrative support at an executive level.
• Strong proficiency in MS Office Suite and virtual collaboration tools.
• Excellent communication and organizational skills.

We value diverse experiences and are open to flexible qualifications. If you are passionate about this role and meet some of the key criteria, we encourage you to apply.

Additional Information

TO APPLY: Interested candidates must submit a cover letter and resume. Salary Range: $56,087 - $75,000 Discover the Perks of Being a City of Philadelphia Employee:

• Transportation: City employees get unlimited FREE public transportation all year long through SEPTA’s 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 215-686-4670 or send an email to faqpchr@phila.gov. For more information, go to: Human Relations Website: http://www.phila.gov/humanrelations/Pages/default.aspx Key skills/competency

• Executive Assistant
• Administrative Support
• Calendar Management
• Microsoft Office Suite
• Communication Skills
• Organizational Skills
• Project Coordination
• Confidentiality
• Stakeholder Management
• Time Management