Sr IT Administrative Analyst at Cityof Philadelphia

Job description

The Senior IT Administrative Analyst to the Chief Project Management Officer and Chief Enterprise Officer, is a highly responsible and dynamic role, supporting their strategic and operational needs within the City of Philadelphia. This position provides administrative and operational support to the CPMO and CEO, ensuring effective communication, project coordination, and seamless management of key city initiatives. The role demands a proactive, detail-oriented individual who can manage multiple priorities and interact with a broad range of internal and external stakeholders. Essential Functions Calendar and Schedule Management: Efficiently manage and prioritize the schedules of the CPMO and CEO Schedule meetings, appointments, and travel, ensuring proper time management and prioritization Resolve scheduling conflicts and proactively identify solutions Communication Management: Serve as the primary point of contact for internal and external stakeholders, including City departments, government officials, and community organizations Screen phone calls, emails, and correspondence for both executives Draft, proofread, and edit documents, reports, and presentations for the CPMO and CEO Facilitate the flow of communication and follow up on key action items Meeting & Event Coordination: Organize and prepare materials for meetings, conferences, and public events involving the CPMO and CEO Take minutes at meetings, track action items, and ensure timely follow-up Assist in the planning, logistics, and execution of city-wide events, conferences, and stakeholder engagement activities Project Management Support: Assist the CPMO in tracking and supporting the execution of city projects and initiatives Help prepare and maintain project reports, status updates, and documentation Ensure project timelines and milestones are tracked effectively Assist with project-related inquiries Administrative Support: Handle day-to-day administrative tasks, such as filing, organizing digital and paper records, and maintaining office supplies. Coordinate travel arrangements, including flights, accommodations, and itineraries for the CPMO and CEO. Provide support with special projects assigned by the CPMO and CEO. Record and distribute meeting notes Answer telephone and personal inquiries Create and maintain documents Other duties as assigned Data & Document Management: Organize, maintain, and update confidential files and databases Assist in preparing reports and presentations for senior leadership and the public Ensure the accuracy and integrity of all project-related documentation Confidentiality & Professionalism: Maintain strict confidentiality regarding sensitive issues and discussions Exhibit professionalism in all interactions, both within the City organization and with external parties Problem Solving & Initiative: Anticipate needs and proactively address administrative challenges Offer recommendations for process improvements, contributing to a more efficient office environment Office management Communicate with staff regarding office needs and make recommendations for improvements Assist with setting up and breakdown of office events and meetings Coordinate with the office manager as it pertains to building management for any facility-related issues Education High School Diploma and two years of recent post-high school education required. College degree a plus but not required.    Experience 3-7 years administrative. Advanced Microsoft Office Suite experience required. Attention to detail is critical to prepare and interpret a variety of procurement requests and invoice statements. Candidate must be able to handle multiple tasks on a routine basis both accurately and expeditiously Solid analytical and problem-solving abilities. Must have strong, proven organizational skills Candidate must be comfortable with basic Information Technology issues and be willing to learn about new technological trends An equivalent combination of education and