Job Summary
The Office of Councilmember Jeffery Young Jr. is seeking a highly organized, professional, and proactive Special Assistant to provide direct scheduling and administrative support to the Councilmember.The primary responsibility of this position is managing the Councilmember's calendar and coordinating his meetings, community engagements, government meetings, public appearances, and other official responsibilities.This position requires excellent judgment, attention to detail, discretion, and the ability to manage a fast-moving schedule where priorities can change quickly. The ideal candidate will understand that managing an elected official's calendar requires more than scheduling meetings—it requires effectively managing the Councilmember's time, priorities, preparation, and commitments.
Key Responsibilities:
- Manage and maintain the Councilmember's daily, weekly, and long-term calendar.
- Receive, review, prioritize, and coordinate meeting and appearance requests.
- Schedule meetings with City departments, elected officials, constituents, community organizations, businesses, nonprofits, institutions, and other stakeholders.
- Coordinate the Councilmember's legislative responsibilities, government meetings, community engagements, and public appearances.
- Identify and resolve scheduling conflicts and account for appropriate travel time between engagements.
- Confirm meetings, events, locations, participants, and other logistical details.
- Communicate schedule changes promptly to the Councilmember and appropriate staff.
- Coordinate with City departments and government agencies regarding meetings, requests, and other matters.
- Maintain professional relationships with government officials, Council offices, community leaders, and external stakeholders.
- Gather agendas, meeting information, and background materials and coordinate with staff to ensure the Councilmember is prepared for engagements.
- Coordinate event details, including arrival information, the Councilmember's role, speaking responsibilities, and staff coverage.
- Track important meeting follow-up and route action items to appropriate staff.
- Manage scheduling-related correspondence and communications.
- Maintain confidentiality regarding the Councilmember's schedule, meetings, communications, and other sensitive information.
- Provide additional executive and administrative support as assigned by the Councilmember or Chief of Staff.
Qualifications:
- Minimum of 3 years of relevant professional experience in executive support, scheduling, government, legislative affairs, public administration, political operations, external affairs, or a related field.
- Demonstrated experience managing a complex calendar or coordinating executive-level meetings and engagements.
- Excellent organizational and time-management skills.
- Strong written and verbal communication skills.
- Exceptional attention to detail and follow-through.
- Ability to prioritize competing requests and adapt quickly to schedule changes.
- Ability to exercise sound judgment, discretion, and confidentiality.
- Ability to communicate professionally with elected officials, government personnel, community leaders, constituents, and other stakeholders.
- Ability to work independently, anticipate needs, and solve problems.
- Proficiency with Microsoft Outlook, Microsoft Office, electronic calendars, email, and standard office technology.
- Bachelor's degree or equivalent combination of education and relevant professional experience.
Preferred Experience:
- Previous experience supporting an elected official, senior government official, executive, or other high-level principal.
- Experience as an Executive Assistant, Scheduler, Legislative Assistant, Government Liaison, Advance Staffer, or similar role.
- Experience managing a high-volume executive or elected-official calendar.
- Experience working in government, legislative affairs, government relations, politics, or public service.
- Familiarity with Philadelphia City government, City departments, neighborhoods, and community organizations.
Ideal Candidate: We are looking for someone who is highly organized, dependable, discreet, politically aware, and comfortable working in a fast-paced environment.The successful candidate should be able to anticipate scheduling needs, identify conflicts before they become problems, communicate confidently with people at all levels, and determine when a request requires the Councilmember's attention versus when it should be directed to another member of the team.
Schedule: Full-time, in-person position in Philadelphia. The position generally operates during normal business hours but requires flexibility for occasional early-morning, evening, or weekend engagements based on the Councilmember's schedule.
Equal Employment Opportunity: The Office of Councilmember Jeffery Young Jr. is an equal opportunity employer. Qualified applicants will receive consideration for employment without regard to any status protected by applicable law.
Pay: $51,500.00 per year
Benefits:
- Dental insurance
- Employee assistance program
- Flexible spending account
- Health insurance
- Health savings account
- Paid time off
- Parental leave
- Retirement plan
- Tuition reimbursement
- Vision insurance
Work Location: In person
