Special Assistant to the Chief of Staff

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

Councilmember O’Rourke is a first-term, at-large Philadelphia councilmember whose time in office began in January 2024. Councilmember O’Rourke is the second Working Families Party candidate to be elected to City Council, and he holds the leadership role of Minority Whip. Councilmember O’Rourke is a minister, community organizer, and legislator – dedicated to making sure Philadelphia is a City that loves you back by empowering your voice, meeting your needs, and resourcing your dreams.

The Office of Councilmember O’Rourke is a dynamic & fast-paced team that values:

• Creative solutions to Philadelphia’s toughest challenges,
• Deep relationship-building within our own team, our Council colleagues, and our community/movement partners,
• Disciplined & rigorous focus to support the working class people of Philadelphia, and
• An unwavering commitment to inclusivity – ensuring that our office is a welcoming space for all employees and constituents, regardless of background, identity, or circumstance.

Job Description

The Special Assistant to the Chief of Staff at the Office of City Councilmember Nicolas O’Rourke ensures operational efficiency and effectiveness within the office. The Special Assistant’s core functions include managing the Councilmember's schedule, coordinating office activities, and ensuring a smooth workflow across the team.

Essential Functions

SCHEDULING

Maintain an accurate and up-to-date calendar for the Councilmember, including all officially scheduled Council events (hearings, legislative sessions) and relevant events assigned to staff members. Work closely with the Councilmember to develop a sustainable calendar and to prioritize essential meetings and events. These tasks include:

• 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 (speaking expectations, precise schedule breakdowns, parking options, etc)
• Be available as necessary (mornings, evenings, weekends) to promptly respond to scheduling changes
• Collaborate with point people in the office to prepare briefing memos for the Councilman for events & engagements, including event details and talking points
• Provide weekly updates to Councilman to confirm scheduled events and ensure the Councilwoman has appropriate coverage and accompaniment to arrive and depart in a timely and safe manner

OFFICE MANAGEMENT

• Maintain office supplies, equipment, and facilities – including tracking & ordering supplies and reserving spaces/conference rooms
• Track all ethics-related documentation, including receipt of tickets and in-kind gifts, donations, etc. which are 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, procedures, & trainings

SPECIAL PROJECTS & ADDITIONAL DUTIES

• Accompany the Councilman to community events & appearances
• Build and maintain relationships with community organizations
• Coordinate & draft honorary citations, resolutions, and letters of support for community partners
• Organize briefings & events for the office with community stakeholders

Competencies, Knowledge, Skills and Abilities

Requirements for the position include:

• Have a deep commitment to justice and strong alignment with the Councilmember’s agenda
• 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 communications skills, both written and spoken
• Feel comfortable meeting new people and entering new spaces

Qualifications

• Previous work experience (at least 2 years preferred) as a scheduler, office manager, executive assistant, operations manager, or a similar role
• Proficiency in Microsoft Office Suite
• Preferred: proficient/fluent Spanish
• In your cover letter, please describe how your experiences qualify you for this role AND describe your political/ideological alignment with Councilmember O’Rourke. We are seeking candidates with strong values alignment to join our team.
  

Additional Information

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

Salary Range: $55,000 - $65,000

Application deadline is September 3, 2024.

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 6 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