Program Assistant, PHL Taking Care of Business

Position Summary

The Program Assistant is a critical member of the PHL Taking Care of Business (TCB) team, supporting the success of the team in creating impact for Philadelphians through the TCB program. The Program Assistant assists the PHL Taking Care of Business team in fulfillment of their tasks and completes administrative details as assigned in furtherance of the goals of the program and the Commerce Department.

Essential Functions

• Assist with meeting scheduling in support of the Deputy Director and the TCB Team as a whole.
• Provide support, including database and file management, reports, and recommendations for program efficiencies on all PHL Taking Care of Business programs.
• Maintain a contact database within the Quickbase work platform, including data entry and cleanup, entering contacts and business information, and entering/cleaning data specific to PHL Taking Care of Business programs.
• Coordinate onboarding of new staff including scheduling desk detailing, ensuring computers and supplies are available.
• Serve as contact person for PHL Taking Care of Business programs.
• Assist PHL-Taking Care of Business program staff to coordinate workforce development participant progress tracking and certifications, using Quickbase and other tools.
• Manage Commerce vehicle(s) by coordinating with Office of Fleet Management for servicing and repairs.
• Manage incoming and outgoing mail.
• Assist staff with travel coordination, reimbursements, and event expenses.
• Gathers information for staff presentations.
• Assist TCB team with event logistics and execution.
• Other duties as assigned.

General Duties of all PHL Taking Care of Business unit staff:

• Contributing information and recommendations to strategic plans and reviews for PHL Taking Care of Business program.
• Preparing and implementing action plans for PHL Taking Care of Business programs.
• Resolving problems and determining system improvements.
• Preparing project presentations and reports using all appropriate software. 
• Drafting status reports, talking points, statements and other written work product as needed.
• Other duties as assigned. 
• Minimal night and weekend work may be required.  

Competencies, Knowledge, Skills and Abilities

• High School degree or equivalent is required. 
• Minimum of five years advanced level clerical or administrative experience. An Associates or Bachelor's Degree may be substituted for two years of experience.
• Verbal, written, and computer communication skills are essential.
• Familiarity with web-based databases or Customer Relationship Management platforms is essential.
• Proficiency in Microsoft Suite products. MS Word and Excel are essential.
• Strong interpersonal skills with demonstrated ability to work with individuals across different disciplines.
• Ability to communicate and/or experience working with ethnically and economically diverse population
• Candidates must be energetic, well organized, flexible and convey a positive attitude and strong work ethic.
• Strong time management and organizational skills, including attention to detail and abilities to prioritize tasks and keep multiple tasks moving simultaneously.
• Ability to learn departmental functions, operations, and organizations and make judgmental decisions where several courses of action are presented.
• Proficiency in a language other than English such as Spanish, Mandarin, Cantonese, Vietnamese, Khmer, Arabic, French, Russian or Portuguese is a plus.