Job Description

Position Summary

The Assistant to the Chief Deputy Mayor or Chief of Staff provides high-level administrative, operational, and logistical support to the Chief Deputy Mayor or Mayor’s Chief of Staff, ensuring the efficient management of their daily activities, communications, and strategic priorities. This role requires a proactive, detail-oriented professional who can handle complex scheduling, correspondence, confidential matters, and interdepartmental coordination. The Assistant serves as a trusted liaison between the Mayor’s office, city agencies, elected officials, external stakeholders, and the public, facilitating smooth operations and effective decision-making.

Essential Functions

• Manages the Chief Deputy Mayor’s or Mayor’s Chief of Staff calendar, appointments, and travel arrangements, ensuring efficient time management and prioritization of engagements.
• Drafts, reviews, and manages emails, reports, memos, and other official communications on behalf of the Chief Deputy Mayor or Mayor’s Chief of Staff.
• Organizes and prepares for internal and external meetings, public events, and speaking engagements, including briefing materials and follow-ups.
• Serves as the primary point of contact between the Mayor’s Office and city departments, elected officials, business leaders, and community organizations.
• Handles sensitive and confidential matters with discretion, including policy discussions, personnel matters, and high-profile city initiatives.
• Assists in the preparation of reports, presentations, and policy documents, conducting background research as needed.
• Tracks key projects and deadlines, ensuring follow-ups and timely execution of initiatives assigned by the Chief Deputy Mayor or Mayor’s Chief of Staff.
• Maintains an organized office workflow, ensuring efficiency in administrative processes and prioritization of urgent matters.
• Provides critical support during emergency situations, city events, and high-pressure scenarios, ensuring smooth decision-making and execution.
• Assists in planning public appearances, press conferences, and stakeholder events, ensuring proper protocol and representation.

Required Competencies, Knowledge, Skills, and Abilities

** Knowledge of:**

• City government operations, policies, and administrative procedures.
• Executive office management and high-level government administration.
• Meeting coordination, scheduling, and travel logistics for senior officials.
• Stakeholder engagement, protocol, and intergovernmental relations.
• Confidentiality standards and professional discretion in government settings.

** Skills in:**

• Executive-level scheduling and time management.
• Written and verbal communication, including drafting official documents.
• Multitasking and prioritization of complex tasks and deadlines.
• Event coordination, meeting planning, and agenda preparation.
• Problem-solving and handling fast-paced, high-pressure environments.

** Ability to:**

• Manage sensitive matters with diplomacy and discretion.
• Anticipate needs and proactively address challenges.
• Work independently while ensuring seamless executive operations.
• Handle multiple competing priorities with efficiency and professionalism.
• Foster positive relationships across all levels of government and external stakeholders.

Qualifications

Bachelor’s degree in Public Administration, Business Administration, Political Science, Communications, or a related field is preferred.

At least 5+ years of experience in executive administration, government operations, or high-level administrative support with a strong background in calendar management, communication and stakeholder engagement. Experience working in a government, public policy, or municipal setting is highly desirable.

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.

Additional Information

TO APPLY: Interested candidates must submit a cover letter and resume.

Salary Range: $75,000 - $95,000

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 8 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.

For more information, go to: Human Relations Website: http://www.phila.gov/humanrelations/Pages/default.aspx