Executive Assistant to Commerce Director

Job Description

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.

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 Department of Commerce helps businesses—large and small—thrive in Philadelphia. Philadelphia is the ideal home for your business, offering:

• A central location along the Northeast corridor.
• A ready and talented workforce.
• Competitive office rents and commercial real estate costs.
• Vibrant commercial districts and growing innovation industries.
• World-class dining, history, and cultural attractions.

We work to:

• Attract and grow a diverse set of businesses.
• Revitalize neighborhood commercial districts throughout the city.
• Support small businesses and improve their access to funding.
• Build a strong talent pipeline.
• Increase economic opportunities for historically underserved business owners.

Job Description

Position Summary

The Executive Assistant to the Commerce Commissioner serves as a key strategic partner and administrative resource, ensuring the seamless operation of the Commissioner’s office. This position is responsible for managing scheduling, facilitating communication, overseeing special projects, and providing organizational support to advance the goals of the Commerce Department. Acting as a liaison between the Commissioner and a diverse range of stakeholders, the Executive Assistant is expected to anticipate needs, resolve issues proactively, and represent the Commissioner with professionalism and discretion. The role requires a high level of adaptability, exceptional organizational skills, and a commitment to supporting the Commissioner’s vision for fostering economic growth and development in the City of Philadelphia.

Essential Functions

Scheduling and Calendar Management:

• Manage the Commissioner’s calendar with precision, ensuring effective coordination of meetings, adherence to protocols, and timely handling of requests, forms, and approvals.
• Prioritize conflicting requests, troubleshoot scheduling issues, and ensure all meetings align with the Commissioner’s strategic priorities.

Meeting Logistics:

• Organize and manage logistics for meetings and events, including press attendance, parking arrangements, schedules, speaking roles, and contact information for key participants.
• Prepare and distribute detailed agendas and meeting materials to ensure all attendees are well-informed and prepared.

Representation:

• Represent the Commissioner at various internal and external meetings and engagements, ensuring the Commissioner’s interests and priorities are effectively conveyed.
• Provide detailed briefings to the Commissioner following meetings, summarizing key outcomes and any required follow-up actions.

Operational Support:

• Provide coordination and support for the Commissioner’s core governance team, facilitating smooth operations and collaboration.
• Identify and address gaps in processes, recommending improvements to enhance efficiency and effectiveness.

Special Initiatives:

• Lead and manage special initiatives and projects as assigned by the Commissioner, delivering results that align with the department’s strategic objectives.
• Develop project timelines, track progress, and communicate updates to ensure timely completion of initiatives.

Communication:

• Draft, review, and respond to correspondence on behalf of the Commissioner. Compose letters and other written materials that reflect the Commissioner’s voice and priorities.
• Maintain a clear and organized communication system to track responses, deadlines, and action items.

Office Coordination:

• Collaborate with the Director of Operations to organize and manage office functions, ensuring effective communication of departmental needs.
• Monitor office supplies, budget, and administrative tools, ensuring resources are allocated efficiently.

Cross-Departmental Support:

• Coordinate administrative support across the Commerce Department and work in partnership with other Administrative and Program Assistants to promote efficiency and consistency.
• Build and maintain strong relationships with cross-departmental teams to foster collaboration and ensure smooth workflows.

Required Competencies, Knowledge, Skills, and Abilities

Knowledge

• Comprehensive understanding of executive office operations, including scheduling, communication facilitation, and project management.
• Familiarity with public administration principles, organizational protocols, and the functions of government or corporate environments.
• Knowledge of stakeholder engagement practices, including effective liaison between executive leadership and diverse internal and external partners.
• Awareness of departmental goals, mission, and the broader operational context of the Commerce Department.

Skills

• Exceptional Organizational Skills: Proven ability to manage complex schedules, prioritize tasks, and ensure the seamless operation of the Commissioner’s office.
• Communication Expertise: Excellent written and verbal communication skills to convey information clearly, draft professional correspondence, and represent the Commissioner effectively.
• Time Management: Skilled at balancing competing priorities, meeting deadlines, and optimizing efficiency in a dynamic environment.
• Problem-Solving and Analytical Thinking: Strong analytical skills to anticipate needs, identify issues, and develop proactive, effective solutions.
• Technological Proficiency: Advanced competency in using Microsoft Office Suite, calendar management tools, and other relevant software to support administrative functions.
• Interpersonal and Relationship-Building Skills: Ability to engage with a diverse range of stakeholders and foster positive relationships on behalf of the Commissioner.

Abilities

• Adaptability: Capacity to pivot and adjust to shifting priorities, demands, and circumstances with professionalism and composure.
• Discretion and Professionalism: Demonstrated ability to handle sensitive information and interactions with utmost confidentiality and tact.
• Liaison and Representation: Ability to act as a strategic partner and representative of the Commissioner in various settings, ensuring alignment with organizational goals and values.
• Proactive Initiative: Ability to anticipate needs, independently resolve challenges, and streamline processes to support the Commissioner’s vision.

Qualifications

A Bachelor’s degree in Business Administration, Public Administration, Communications, or a related field.

At least three years of administrative experience in an executive or senior leadership support role, preferably within the government or public service sector.

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, references, and resume.

Salary Range: $60,000 – $75,000

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.

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