Skip to main contentA logo with &quat;the muse&quat; in dark blue text.

Executive Assistant

AT City of Philadelphia
City of Philadelphia

Executive Assistant

Philadelphia, PA

Company Description

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. 

Want more jobs like this?

Get jobs in Philadelphia, PA delivered to your inbox every week.

By signing up, you agree to our Terms of Service & Privacy Policy.

 

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 City Council of Philadelphia is the people’s voice in our municipal government, comprised of seventeen dedicated members—ten by district and seven city-wide. Councilmember Anthony Phillips represents the 9th District, which includes vibrant neighborhoods like East Oak Lane, Mt. Airy, Olney, Oxford Circle, Lawncrest, Logan, and West Oak Lane. 

Elected to fill the vacancy left by Mayor Parker, he was re-elected in 2023 for his first full term. Recognized by the Philadelphia Inquirer as an engaged and effective leader, Councilmember Phillips has successfully championed key legislation, including traffic calming measures near schools, regulations against illegal truck parking, and initiatives to shut down nuisance businesses. 

The Office of Councilmember Phillips is committed to fostering transformative change in our communities and providing resources for neighbors. We focus on education, quality of life, youth programs, public safety, and neighborhood revitalization. With a background in education and non-profit leadership, Councilmember Phillips actively advocates for young people and all generations and serves as Chair of the Committees on Children and Youth and Parks, Recreation, and Cultural Affairs. 

 

Work-Life 

The Executive Assistant works 37.5 hours per week, with occasional evening and weekend hours as necessary. This is an in-person position primarily focused on providing direct support to the Councilmember and Chief of Staff, with responsibilities centered on office management and administrative functions to ensure the efficient operation of the office. 

Job Description

Position Summary 

The Executive Assistant (EA) provides comprehensive support to the Councilmember, managing their schedule, preparing agendas, taking meeting notes, and handling personal correspondence. The Executive Assistant reports directly to the Chief of Staff, ensuring the Councilmember is well-prepared for all engagements and that office activities are accurately tracked and compliant with regulations. 

In addition, the Executive Assistant handles the office administration, including managing incoming mail, coordinating events, and assisting with staff onboarding. The Executive Assistant also handles neighborhood services, responding to calls at City Hall, and helping neighbors with permits and event requests. Furthermore, the Executive Assistant supports the Chief of Staff with project planning, coordination, and reporting on key office initiatives. 

 

Essential Functions 

Scheduling and Administrative Support for Councilmember – 50%:  

  • 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. 

Office Management – 25%:  

  • Oversee office management for the City Hall office and provide administrative support to the District Office. 

  • Process and record all mail correspondence, maintain an organized tracking system, and ensure timely follow-up after obtaining approval. 

  • Manage staff and intern onboarding in collaboration with the Chief of Staff. 

  • Coordinate event and ticket requests, as well as the giveaway program, working closely with the Director of Neighborhood Services and Chief of Staff. 

  • 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. 

  • Coordinate robocall communications and manage the intake, writing, and tracking of honorific correspondence with the Communications Team. 

  • Maintain an accurate and up-to-date digital database of sign-in sheets, event planning documents, and other essential operational materials. 

Neighborhood Services – 15%:  

  • 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 Director of Neighborhood Services. 

Administrative Support for Chief of Staff and Special Projects – 10%:  

  • Manage and coordinate the calendar for the Chief of Staff, ensuring preparation for meetings and engagements. 

  • Support the planning, execution, and realization of the Councilmember’s programs and projects, contributing to strategic objectives. 

  • Assist the Chief of Staff in building and maintaining relationships with community organizations, fostering collaboration and engagement, and supporting projects as assigned. 

 

Competencies, Knowledge, Skills and Abilities 

  • Organizational Skills: Effectively manage multiple projects and tasks, be efficient and accurate, be punctual, accountable, a collaborator, self-starter, and adept at changing priorities and needs. 

  • Warm Greetings: Create a welcoming environment by greeting neighbors with kindness and respect. 

  • Active Listening: Engage with community members to understand their needs and concerns thoroughly. 

  • Community Engagement: Build strong relationships with residents and local organizations to foster collaboration 

Qualifications

 

  • Preferred candidate will possess a college degree or equivalent experience, with at least three years of administrative support experience, ideally within a municipal or government setting. 

  • 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. 

Additional Information

TO APPLY: Interested candidates must submit a cover Letter, resume, writing sample and references.

Salary Range: $60,000 to 65,000

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 6 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.

Client-provided location(s): Philadelphia, PA, USA
Job ID: f72f9706-d5cd-4102-9931-f347045abc80
Employment Type: Other