Position Summary
The Executive Assistant to the City Solicitor provides high-level executive, administrative, analytical, clerical, and operational support to the City Solicitor and assists in the effective management of the Law Department. The position serves as a key liaison between the City Solicitor, Law Department leadership, City officials, departmental executives, external partners, and other stakeholders.
The position performs a wide variety of executive support and administrative management assignments involving the review, coordination, and analysis of departmental operations, procedures, projects, and executive priorities. Work includes managing the City Solicitor’s calendar and correspondence; preparing briefing materials, reports, and presentations; coordinating meetings and executive assignments; monitoring administrative and organizational initiatives; analyzing operational processes and recommending improvements; and ensuring matters requiring the City Solicitor’s attention are appropriately prioritized, tracked, and resolved.
This position regularly handles sensitive, confidential, privileged, personnel, litigation, policy, and executive-level matters requiring discretion, sound judgment, responsiveness, and a comprehensive understanding of City government and departmental operations. The position works with significant independence within established policies and priorities and may represent the City Solicitor in meetings, coordinate assignments on the City Solicitor’s behalf, and facilitate the implementation of administrative and procedural changes.
Essential Functions
The functions listed below are intended to describe the general nature and level of work performed in this role. They are not intended to be an exhaustive list of all duties, responsibilities, or essential functions. Duties may be modified, assigned, or reassigned as operational needs evolve, consistent with applicable law.
- Provides executive, administrative, clerical, analytical, and operational support to the City Solicitor and assists in managing the priorities and day-to-day activities of the executive office.
- Participates in the development of program administrative policies and standards and advises the executive on the administrative feasibility of implementing such changes.
- Coordinates projects, programs, and specific work efforts of assigned staff.
- Manages the City Solicitor’s calendar, meetings, briefings, correspondence, telephone calls, visitors, travel, and other executive activities; prepares agendas, materials, and necessary logistical arrangements.
- Reviews, prioritizes, routes, and responds to correspondence, documents, requests, and inquiries directed to the City Solicitor and ensures appropriate follow-up.
- Drafts, edits, and prepares correspondence, memoranda, reports, presentations, briefing materials, spreadsheets, meeting notes, and other executive documents.
- Tracks assignments, decisions, deadlines, commitments, and special requests originating from the City Solicitor and coordinates with Law Department leadership and staff to ensure timely completion.
- Reviews and analyzes administrative operations, procedures, workflows, records, and organizational practices and recommends improvements to enhance efficiency and effectiveness.
- Coordinates special projects, administrative initiatives, and organizational changes on behalf of the City Solicitor, including gathering information, monitoring timelines, preparing status reports, and facilitating implementation.
- Serves as a liaison between the City Solicitor and Law Department leadership, City departments, executive offices, governmental agencies, outside counsel, and other stakeholders and may represent the City Solicitor at meetings as assigned.
- Maintains confidential executive records, including Solicitor Opinions, files, correspondence, and tracking systems and coordinates document routing, approvals, signatures, records management, and other executive office administrative functions.
- Anticipates the administrative and operational needs of the City Solicitor, identifies competing priorities or emerging issues, and performs other related executive support and administrative assignments as required.
- Represents the City Solicitor in conferences and meetings.
- All other duties as assigned.
Competencies, Knowledge, Skills and Abilities
Knowledge
- Knowledge of public administration, executive office administration, organizational management, and municipal government operations.
- Knowledge of administrative and operational analysis, workflow improvement, organizational planning, and administrative controls.
- Knowledge of project management, program coordination, monitoring, and implementation practices.
- Knowledge of records management, correspondence preparation, scheduling, meeting coordination, and confidential information-handling practices.
- Knowledge of professional communication, report writing, office technology, Microsoft Office applications, and document-management systems.
Skills
- Skill in managing complex executive calendars, meetings, assignments, projects, deadlines, and competing priorities.
- Skill in analyzing administrative processes and organizational practices and identifying opportunities for operational improvement.
- Skill in conducting research, evaluating information, and developing practical administrative recommendations.
- Skill in preparing and editing executive correspondence, reports, presentations, briefing materials, and other documents.
- Skill in coordinating assignments and communicating effectively with executives, attorneys, managers, employees, and external stakeholders.
Abilities
- Ability to exercise discretion and maintain confidentiality regarding privileged, legal, personnel, policy, and executive-level matters.
- Ability to analyze administrative and operational issues and recommend or implement appropriate solutions.
- Ability to independently organize and coordinate multiple executive assignments and priorities while maintaining accuracy and attention to detail.
- Ability to anticipate the needs of the City Solicitor and proactively coordinate information, materials, decisions, scheduling, and follow-up.
- Ability to establish effective working relationships and represent the City Solicitor professionally and tactfully with internal and external stakeholders.
Preferred candidate will possess an Associates degree, paralegal certificate or equivalent and have executive support level experience, preferably in a legal setting. Preferred candidate will possess four years of progressively responsible experience providing administrative, executive, operational, or project support to senior leadership. Experience supporting executives in government, legal, public-sector, or similarly complex organizations is preferred.
Work Location & Onsite Expectations
This position is designated as fully onsite and employees are expected to report in person five (5) days per week, in accordance with the City Policy. Regular on-site presence is an operational requirement of this role.
Who Thrives in This Role
This position is well-suited for candidates who are adaptable, collaborative, comfortable making decisions in real time, and able to manage competing priorities while maintaining a high standard of professionalism in a fast-paced, in-person environment.
TO APPLY: Interested candidates must submit a cover letter and resume.
Salary Range: $76,062 to $88,427 - Commensurate with education and experience
Any questions related to this position should be directed to Renee Garcia, City Solicitor, Executive Office ([email protected]).
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 [email protected].
For more information, go to: Human Relations Website: http://www.phila.gov/humanrelations/Pages/default.aspx
