Executive Assistant - Executive Office

City of Philadelphia • Philadelphia, PA

3d • $76,062 - $88,427 • Onsite

About The Position

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 Solicitor’s 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 Solicitor’s 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 Solicitor’s behalf, and facilitate the implementation of administrative and procedural changes.

Requirements

• 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.
• 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.
• 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.

Nice To Haves

• An Associates degree, paralegal certificate or equivalent
• Executive support level experience, preferably in a legal setting.
• 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.

Responsibilities

• 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 Solicitor’s 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.

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) with over a dozen esteemed colleges and universities.

What This Job Offers

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