Executive Assistant

City of Philadelphia • Philadelphia, PA

10h • Onsite

About The Position

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.

Requirements

• Office management procedures and familiarity with office equipment and technology.
• 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.
• 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.
• 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.

Nice To Haves

• Certifications or training in office administration, project management, or related fields (preferred).
• 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.

Responsibilities

• 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.

Benefits

• Unlimited FREE public transportation all year long through SEPTA’s Key Advantage program.
• 8 weeks of paid parental leave.
• Comprehensive health coverage for employees and their eligible dependents.
• Wellness program offers eligibility into the discounted medical plan.
• Paid vacation, sick leave, and holidays.
• Generous retirement savings options.
• Eligibility to participate in the Public Service Loan Forgiveness program.
• Access to a wide range of tuition discounts and scholarships (10% to 40% savings) for employees, and in some cases, spouse and dependents.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: Associate degree