Executive Senior Legal Assistant & Office Manager - Executive Office

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

The City of Philadelphia Law Department serves as general counsel to the entire City government. We provide legal advice to all City officials, employees, departments, agencies, boards, and commissions concerning any matters related to the exercise of their official powers.   

The Law Department's civil practice includes unique issues involving public interest in business, health, safety, commerce, civil rights, taxation, and community development. We employ more than 290 attorneys and 130 professional staff to support seamless operations, reduce the City's legal liability, and address threats to the quality of life impacting the taxpayers of Philadelphia.   

We are an ever-evolving Department where all are empowered to reach their full potential, to collaborate with clients as true partners, and to see their work have a tangible impact on the city of Philadelphia. We celebrate the diversity of our staff, the City’s workforce, and the residents we serve, and we promote an environment of camaraderie, accountability, and inclusiveness.   

The Executive Team for the City of Philadelphia Law Department consists of the City Solicitor, First Deputy City Solicitor, the Chairs of the Litigation, Corporate and Tax, Social Services, and Investigations, Compliance, and Privacy Groups, Director of Administration, Director of Professional Development, Diversity, Equity and Inclusion, and Director of Communications. 

Professional Responsibility & Public Service 

We serve the residents of Philadelphia by providing excellent legal counsel as trustworthy partners to our clients, no matter the challenges we face. Our work frequently involves sensitive matters, confidential information, and communication with City officials and client agencies. All staff are expected to work collectively to demonstrate professionalism, sound judgement, discretion, and a strong commitment to public service. 

Job Description

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). 

Qualifications

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. 

Additional Information

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 (meghan.goddard@phila.gov).  

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