Special Assistant to the Chief of Staff

$55,000 - $65,000/Yr

City of Philadelphia - Philadelphia, PA

Full-time - Entry Level

Philadelphia, PA

10,001+ employees

Executive, Legislative, and Other General Government Support

About the position

The Special Assistant to the Chief of Staff at the Office of City Councilmember Nicolas O'Rourke plays a crucial role in ensuring operational efficiency and effectiveness within the office. This position is designed for a highly organized individual who can manage the Councilmember's schedule, coordinate office activities, and facilitate a smooth workflow across the team. The Special Assistant will be responsible for maintaining an accurate and up-to-date calendar for the Councilmember, which includes all officially scheduled Council events such as hearings and legislative sessions, as well as relevant events assigned to staff members. This role requires close collaboration with the Councilmember to develop a sustainable calendar and prioritize essential meetings and events. The Special Assistant will manage and screen meeting and event requests in a timely manner, communicate respectfully regarding the status of these requests, and obtain all necessary logistical information for meetings and events. Availability during mornings, evenings, and weekends is essential to promptly respond to scheduling changes. In addition to scheduling, the Special Assistant will maintain office supplies, equipment, and facilities, track all ethics-related documentation, and manage the office's mail intake. This role also involves acting as the primary liaison between the office and various departments such as HR, IT, and security. The Special Assistant will support the onboarding of new staff, interns, and volunteers by maintaining office policies and procedures. Furthermore, the position includes special projects and additional duties such as accompanying the Councilman to community events, building relationships with community organizations, and coordinating honorary citations and resolutions for community partners. The ideal candidate will have a deep commitment to justice and strong alignment with the Councilmember's agenda, along with the ability to work collaboratively in a fast-paced environment.

Responsibilities

• Maintain an accurate and up-to-date calendar for the Councilmember, including all officially scheduled Council events and relevant events assigned to staff members.
• Manage and screen meeting and event requests in a timely manner.
• Communicate considerately and respectfully regarding the status of meeting and event requests.
• Obtain all necessary logistical information for meetings and events, including speaking expectations and precise schedule breakdowns.
• Be available as necessary to promptly respond to scheduling changes, including mornings, evenings, and weekends.
• Collaborate with office point people to prepare briefing memos for the Councilman for events and engagements.
• Provide weekly updates to the Councilman to confirm scheduled events and ensure appropriate coverage and accompaniment.
• Maintain office supplies, equipment, and facilities, including tracking and ordering supplies.
• Track all ethics-related documentation required for reporting purposes.
• Maintain accurate and up-to-date contact information and email lists.
• Manage the office's mail intake and prepare correspondence and other documents on behalf of the Councilmember.
• Act as the primary liaison between the office and HR, IT, security, ethics, and fleet management.
• Support onboarding of new staff, interns, and volunteers by maintaining office policies and procedures.
• Accompany the Councilman to community events and appearances.
• Build and maintain relationships with community organizations.
• Coordinate and draft honorary citations, resolutions, and letters of support for community partners.
• Organize briefings and events for the office with community stakeholders.

Requirements

• At least 2 years of previous work experience as a scheduler, office manager, executive assistant, operations manager, or a similar role.
• Highly organized, detail-oriented, and proactive.
• Ability to work in a fast-paced environment and adapt quickly to change.
• Capable of working collaboratively and handling multiple projects simultaneously.
• Strong listening and communication skills, both written and spoken.
• Comfortable meeting new people and entering new spaces.

Nice-to-haves

• Proficiency in Microsoft Office Suite.
• Proficient/fluent in Spanish.

Benefits

• Health insurance
• Loan forgiveness
• Paid parental leave
• Wellness program
• Unlimited FREE public transportation through SEPTA's Key Advantage program
• Paid vacation, sick leave, and holidays
• Generous retirement savings options
• Tuition discounts and scholarships for employees and their dependents