Executive Assistant

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

In June 2021, Mayor Kenney signed legislation to authorize the Citizens Police Oversight Commission (CPOC) to become a new, independent agency responsible for conducting oversight of the Philadelphia Police Department (PPD). This legislation allowed for the previous oversight agency for the Philadelphia Police Department, the Police Advisory Commission (PAC), to transition into CPOC following the seating of the 9 Commissioners, in May 2022.

Civilian oversight of police can take many forms. Review-focused models allow civilians outside of a police department to review police misconduct investigations once they are completed. Investigation-focused agencies employ professionally trained investigators to investigate police misconduct complaints. Auditor/monitor-focused agencies engage in policy and trend analysis and promote broad organizational change within the police departments they oversee. CPOC is uniquely envisioned to be a hybrid of these three models of oversight, with expansive authority and a broad mission.

Although civilian oversight of the Philadelphia Police Department has existed in some form for many years, the new CPOC will bring an unprecedented level of oversight to police operations. This will be a vast undertaking - the PPD is the fourth largest police department in the country, with over 6300 sworn members and 800 civilian personnel and a budget over $700 million.

The authorizing legislation for CPOC comprehensively lists the oversight functions that CPOC will fulfill. The legislation notes that CPOC may conduct investigations, data analysis, and audits related to any pattern, policy, or practice of the police department. These investigations shall include, but are not limited to, misconduct, policy, training, practice, and customs. Additional functions include investigations of complaints made by residents or PPD personnel about any misconduct ranging from verbal abuse to sexual misconduct, critical incident reviews and investigations, large-scale data reviews, disciplinary recommendations, hosting public meetings and hearings to share information with the public, participation as adjudicators in PPD discipline hearings, administrative prosecution of discipline cases, reporting on data and statistics, and reviewing and investigating all police uses of force, among other functions.

CPOC will approach police accountability from many different angles, and as such, CPOC will have a variety of divisions to focus on different aspects of police oversight. Each division will require specialized staff with a deep understanding of policing and community-police relations. CPOC will be composed of staff dedicated to professional, unbiased, and thoughtful oversight of the Philadelphia Police Department.

Job Description

Position Summary

The Executive Assistant will primarily provide support to the Executive Director and Deputy Executive Director but will support the agency as a whole and CPOC Commissioners as needed. This position provides administrative and operational support to the CPOC executive team, ensuring effective communication, project coordination, and seamless management of key agency initiatives. The role demands a proactive, detail-oriented individual who can manage multiple priorities and interact with a broad range of internal and external stakeholders.

Essential Functions

Calendar and Schedule Management:
•    Efficiently manage and prioritize the schedules of the CPOC executive team
•    Schedule meetings, appointments, and travel, ensuring proper time management and prioritization
•    Resolve scheduling conflicts and proactively identify solutions

Communication Management:
•    Serve as the primary point of contact for internal and external stakeholders, including City departments, government officials, and community organizations
•    Screen phone calls, emails, and correspondence for both executives
•    Draft, proofread, and edit documents, reports, and presentations for the ED and Deputy ED
•    Facilitate the flow of communication and follow up on key action items

Meeting & Event Coordination:
•    Organize and prepare materials for meetings, conferences, and public events involving the executive team
•    Take minutes at meetings, track action items, and ensure timely follow-up
•    Assist in the planning, logistics, and execution of commission events, conferences, and community engagement activities

Project Management Support:
•    Help prepare and maintain project reports, status updates, and documentation
•    Assist with project-related inquiries

Administrative Support:
•    Handle day-to-day administrative tasks, such as filing, organizing digital and paper records, and maintaining office supplies.
•    Coordinate travel arrangements, including flights, accommodations, and itineraries
•    Provide support with special projects as assigned
•    Record and distribute meeting notes
•    Answer telephone and assist with complaint intake, providing courteous, compassionate, and professional service to complainants.
•    Prepare internal and external referrals as needed to ensure complaints and other constituent concerns are properly addressed.
•    Create and maintain documents 
•    Other duties as assigned 

Data & Document Management:
•    Organize, maintain, and update confidential files and databases
•    Assist in preparing reports and presentations for senior leadership and the public
•    Ensure the accuracy and integrity of all project-related documentation

Confidentiality & Professionalism:
•    Maintain strict confidentiality regarding sensitive issues and discussions
•    Exhibit professionalism in all interactions, both within the City organization and with external parties

Problem Solving & Initiative:
•    Anticipate needs and proactively address administrative challenges
•    Offer recommendations for process improvements, contributing to a more efficient office environment

Competencies, Knowledge, Skills and Abilities

•    Work independently on difficult or complex administration and clerical tasks 
•    Accomplish work requirements in a timely manner 
•    Exercise good judgment, courtesy, and professionalism in receiving office callers and in making proper disposition of problems 
•    Establish and maintain effective working relationships with various internal and external clients 
•    Operate standard office equipment, phone, personal computers, printers, and scanners 
•    Maintain confidential information and data 
•    Set and maintain priorities with a large workload 
•    Fluency in Microsoft Office Suite (i.e. MS Word, Excel, PowerPoint, Outlook, SharePoint)
•    Strong problem‐solving skills ‐ communicates in a clear and succinct manner and effectively evaluates information/data to recommend courses of action.
•    Excellent communications skills: able to communicate effectively stakeholders at all levels; able to influence and engage across multiple teams; excellent verbal and written communication, and documentation skills.
•    Ability to manage time effectively, set priorities appropriately, operate with minimal supervision, work and act independently/as part of a team and maintain professional demeanor under stress
•    Basic office operations

Work-Life

Working hours are generally 37.5 hours per week.  Our team is currently hybrid with a predetermined schedule of both virtual and in-office days, however the position can opt to come in the office each day if desired. New employees will have a 90-day in-person probationary period upon hiring.

Qualifications

• High school diploma; Bachelor’s degree is a plus
• 3+ years of administrative experience
• Familiarity with the Microsoft Office Suite required
• Candidate must be able to handle multiple tasks on a routine basis both accurately and expeditiously 
• Solid analytical and problem-solving abilities
• Must have strong, proven organizational, time-management, and attention to detail skills
• Government/public sector experience is a plus
• Fluency in other languages is not a requirement, but a plus.
• Knowledge of Philadelphia and communities of Philadelphia a plus.

Additional Information

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

Salary Range: $60,000 - $70,000

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

Client-provided location(s): Philadelphia, PA

Job ID: f56660c1-d416-41c5-8855-48ab48d17540

Employment Type: OTHER

Posted: 2025-12-19T20:02:42