Executive Assistant to Commerce Director

Position SummaryThe Executive Assistant to the Commerce Commissioner serves as a key strategic partner and administrative resource, ensuring the seamless operation of the Commissioner’s office. This position is responsible for managing scheduling, facilitating communication, overseeing special projects, and providing organizational support to advance the goals of the Commerce Department. Acting as a liaison between the Commissioner and a diverse range of stakeholders, the Executive Assistant is expected to anticipate needs, resolve issues proactively, and represent the Commissioner with professionalism and discretion. The role requires a high level of adaptability, exceptional organizational skills, and a commitment to supporting the Commissioner’s vision for fostering economic growth and development in the City of Philadelphia.Essential FunctionsScheduling and Calendar Management:Manage the Commissioner’s calendar with precision, ensuring effective coordination of meetings, adherence to protocols, and timely handling of requests, forms, and approvals.Prioritize conflicting requests, troubleshoot scheduling issues, and ensure all meetings align with the Commissioner’s strategic priorities.Meeting Logistics:Organize and manage logistics for meetings and events, including press attendance, parking arrangements, schedules, speaking roles, and contact information for key participants.Prepare and distribute detailed agendas and meeting materials to ensure all attendees are well-informed and prepared.Representation:Represent the Commissioner at various internal and external meetings and engagements, ensuring the Commissioner’s interests and priorities are effectively conveyed.Provide detailed briefings to the Commissioner following meetings, summarizing key outcomes and any required follow-up actions.Operational Support:Provide coordination and support for the Commissioner’s core governance team, facilitating smooth operations and collaboration.Identify and address gaps in processes, recommending improvements to enhance efficiency and effectiveness.Special Initiatives:Lead and manage special initiatives and projects as assigned by the Commissioner, delivering results that align with the department’s strategic objectives.Develop project timelines, track progress, and communicate updates to ensure timely completion of initiatives.Communication:Draft, review, and respond to correspondence on behalf of the Commissioner. Compose letters and other written materials that reflect the Commissioner’s voice and priorities.Maintain a clear and organized communication system to track responses, deadlines, and action items.Office Coordination:Collaborate with the Director of Operations to organize and manage office functions, ensuring effective communication of departmental needs.Monitor office supplies, budget, and administrative tools, ensuring resources are allocated efficiently.Cross-Departmental Support:Coordinate administrative support across the Commerce Department and work in partnership with other Administrative and Program Assistants to promote efficiency and consistency.Build and maintain strong relationships with cross-departmental teams to foster collaboration and ensure smooth workflows.Required Competencies, Knowledge, Skills, and AbilitiesKnowledgeComprehensive understanding of executive office operations, including scheduling, communication facilitation, and project management.Familiarity with public administration principles, organizational protocols, and the functions of government or corporate environments.Knowledge of stakeholder engagement practices, including effective liaison between executive leadership and diverse internal and external partners.Awareness of departmental goals, mission, and the broader operational context of the Commerce Department.SkillsExceptional Organizational Skills: Proven ability to manage complex schedules, prioritize tasks, and ensure the seamless operation of the Commissioner’s office.Communication Expertise: Excellent written and verbal communication skills to convey information clearly, draft professional correspondence, and represent the Commissioner effectively.Time Management: Skilled at balancing competing priorities, meeting deadlines, and optimizing efficiency in a dynamic environment.Problem-Solving and Analytical Thinking: Strong analytical skills to anticipate needs, identify issues, and develop proactive, effective solutions.Technological Proficiency: Advanced competency in using Microsoft Office Suite, calendar management tools, and other relevant software to support administrative functions.Interpersonal and Relationship-Building Skills: Ability to engage with a diverse range of stakeholders and foster positive relationships on behalf of the Commissioner.AbilitiesAdaptability: Capacity to pivot and adjust to shifting priorities, demands, and circumstances with professionalism and composure.Discretion and Professionalism: Demonstrated ability to handle sensitive information and interactions with utmost confidentiality and tact.Liaison and Representation: Ability to act as a strategic partner and representative of the Commissioner in various settings, ensuring alignment with organizational goals and values.Proactive Initiative: Ability to anticipate needs, independently resolve challenges, and streamline processes to support the Commissioner’s vision.