Executive Assistant

Job Description
Position Summary:
The Executive Assistant plays a crucial role in providing high-level administrative support to the Chief Counsel and Director of PhillyStat360, as well as the PhillyStat360 Team when necessary. This position will manage schedules, organize meetings and appointments, handling correspondence, preparing reports and presentations, and maintaining effective communication between the executive and other staff members or external stakeholders. This role will undertake research, handle travel arrangements, manage expenses, and assist with project coordination as needed.
This position plays a crucial role in ensuring the smooth operation of the Chief Counsel and PhillyStat360 Office by helping to maximize productivity and efficiency.
Essential Functions:
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.
Required Competencies, Knowledge, Skills, and Abilities
Knowledge:
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.
Skills:
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.
Abilities:
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.
Additional certifications or training in office administration, project management, or related fields may be advantageous.