Executive Assistant Jobs in Milwaukee, NC

About The Position

Requirements

• Bachelor's degree or equivalent professional experience
• At least three years of progressively responsible executive or senior-level administrative experience supporting senior managers, executive leadership, or C-suite executives.
• Excellent verbal and written communication skills.
• Ability to walk through neighborhoods and engage with residents.
• Must have access to a reliable vehicle and possess a valid driver’s license.
• The successful candidate must be a city of Philadelphia resident within six months of hire.

Nice To Haves

• Experience in government, nonprofit, or public-sector organizations is strongly preferred.

Responsibilities

• Manage the Councilmember’s schedule, prepare daily agendas, draft appointment memos, and take meeting notes.
• Communicate professionally and promptly regarding meeting/event requests, gathering all necessary logistical details (e.g., speaking expectations, schedule breakdowns, parking arrangements).
• Collaborate with the Chief of Staff and team to ensure the Councilmember is prepared for all engagements, with appropriate staffing and follow-up.
• Handle personal correspondence, including thank-you notes, condolences, and honorific messages, ensuring all communications reflect the Councilmember’s voice and values.
• Monitor the Councilmember’s email correspondence, assign tasks, ensure timely follow-up, and document outcomes accurately.
• Track reimbursements, gifts, and other duty-related activities to ensure compliance with regulations.
• Maintain organized records of the Councilmember’s notes, requests, and follow-up actions for efficient tracking and accountability.
• Process and record all mail correspondence, maintain an organized tracking system, and ensure timely follow-up after obtaining approval.
• Manage intern onboarding and programing in collaboration with the Chief of Staff.
• Coordinate event and ticket requests, as well as the ticket and tour requests.
• Handle supply orders, coordinate Central Duplication (City Printshop) orders, and serve as liaison with Administration Services and Council Support (IT unit).
• Manage guest accommodations and City Hall tours.
• Maintain an accurate and up-to-date digital database of sign-in sheets, event planning documents, and other essential operational materials.
• Manage incoming calls for the City Hall office, documenting all messages and neighbor opinions, including full name, address, and relevant details.
• Welcome visitors to the City Hall office and maintain detailed records for administrative purposes.
• Handle neighbor and stakeholder requests related to city events and permits, including street closures, Office of Special Events permits, and showmobile requests.
• Assist neighbors with issues that arise from calls, walk-ins, or tasks assigned by the Councilmember and Chief of Staff, in collaboration with the Neighborhood Services Team.
• Coordinate, plan, and execute office events, community events, festivals, and other special initiatives, ensuring seamless logistics, stakeholder coordination, and successful event delivery.

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.
• Public Service Loan Forgiveness program eligibility.
• Tuition discounts and scholarships (10% to 40% savings) for employees, and in some cases, spouse and dependents.