Executive Senior Legal Assistant & Office Manager - Executive Office

Position Summary 

The Executive Senior Legal Assistant and Office Manager provides high-level administrative support to senior members of the Law Department’s executive team, ensuring efficient coordination of daily operations and strategic initiatives. This role works collaboratively with department leadership to coordinate complex scheduling, organize essential documents, manage communications, and maintain efficient executive workflows while exercising sound judgment with confidential and sensitive legal matters. This role also includes some supervisory responsibilities. 

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. 

• Draft and prepare letters, memoranda, and executive correspondence. 

• Maintain organized legal and administrative records, including archiving Solicitor Opinions and other confidential materials. 

• Compile and format recurring reports and deliverables for senior leadership. 

• Coordinate complex scheduling, including meetings, interviews, and cross‑departmental engagements. 

• Monitor and track assignments to support timely completion of executive priorities. 

• Manage incoming calls and provide assistance for general Law Department inquiries. 

• Log, route, and monitor incoming mail and information requests. 

• Collaborate on departmental projects with executive team members and division managers. 

• Initiate and follow up on information requests to City agencies to ensure deadlines are met. 

• Monitoring and coordinating supplies and equipment including, placing equipment requests for printer/copier maintenance, and maintaining inventory of office supplies to ensure smooth and uninterrupted service of the Executive Office in coordination with the Administrative Services Unit. 

• Provides leadership and direction of executive office reception operations, ensuring a professional, efficient, and consistently high‑quality experience for all visitors, callers, and inquiries. 

Competencies, Knowledge, Skills and Abilities 

• Excellent organizational skills 

• Effective and professional oral and written communication 

• Ability to work independently and think proactively  

• Ability to manage and prioritize numerous assignments 

• Computer skills required/desired for the position include: 

MS Office (Word, Excel, Outlook, Powerpoint, OneNote, Access) 

Google Drive (Docs, Sheets, Slides, Forms) 

Spreadsheets (Excel, Google Sheets, OpenOffice Calc). ...  

Email (mail merge, filters, folders, rules) 

Presentations/Slideshows (Powerpoint, Google Slides, OpenOffice Impress, Tableu) 

Microsoft Teams, Zoom and other virtual platforms 

• Ability to complete work projects in a timely and accurate manner 

• Commitment to advancing diversity, equity, and inclusion  

• Experience exercising discretion and confidentiality with sensitive information 

• Demonstrated ability to manage direct report(s). 

Preferred candidate will possess an Associates degree, paralegal certificate or equivalent and have executive support level experience, preferably in a legal setting.    

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 Meghan R. Goddard, First Deputy 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