Executive Assistant

Executive Assistant

Requirements

• Proficiency in office productivity software such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications.
• Knowledge of office management procedures and familiarity with office equipment and technology.
• Experience exercising discretion and confidentiality with sensitive information.
• Experience interacting with the community.
• Commitment to advancing diversity, equity, and inclusion.
• Excellent organizational skills.
• Effective and professional oral and written communication.
• Ability to work independently and think proactively.
• Ability to manage and prioritize numerous assignments.
• Ability to complete work projects in a timely and accurate manner.
• Experience coordinating travel arrangements, managing expenses, and assisting with project coordination.
• Proficiency in MS Office (Word, Excel, Outlook, PowerPoint, OneNote, Access).
• Proficiency in Google Drive (Docs, Sheets, Slides, Forms).
• Proficiency in Spreadsheets (Excel, Google Sheets, OpenOffice Calc).
• Proficiency in Email (mail merge, filters, folders, rules).
• Proficiency in Presentations/Slideshows (PowerPoint, Google Slides, OpenOffice Impress, Tableau).
• Proficiency in Microsoft Teams, Zoom, and other virtual platforms.
• Experience working in a fast-paced environment, managing multiple priorities, and meeting tight deadlines.
• Strong communication skills, both written and verbal, with the ability to interact professionally with executives, staff members, and external stakeholders.
• Excellent organizational skills and attention to detail, with the ability to maintain confidentiality and handle sensitive information with discretion.
• Demonstrated ability to work independently, take initiative, and solve problems effectively.

Responsibilities

• Provides administrative support to the Chief Counsel and Director of PhillyStat360 and, where necessary, the PhillyStat360 Team.
• Prepares letters and other correspondence.
• Maintains organization filing, including electronic filing system for PhillyStat360 Team.
• Archives reports.
• Compiles quarterly/weekly/daily reports as needed by the PhillyStat360 Team.
• Schedules meetings and interviews and maintains PhillyStat360 cadence.
• Sends requests for information to relevant City Departments and follows up to meet deadlines.
• Prepares for PhillyStat360 meetings.
• Prepares various reports and budget related documents.
• Provides back-up support for hiring and recruiting efforts.
• Collaborates on several projects which often include working with City Departments, Office of the Chief Administrator, and external local, state and regional government entities.
• Assists in preparing various reports and budget-related documents and provides backup support for hiring and recruiting efforts.
• Other duties as assigned.

Preferred Qualifications

• Completion of post-secondary education.
• Three to five years of high-level administrative experience supporting executives or senior management.
• Any additional education, certification or experience may substitute for the post-secondary education.