Employment

Persons Eligible:

This position is open to anyone who meets the minimum requirements. Current employees of the Philadelphia Parking Authority who have been in their current position for at least six months and have satisfactorily completed their probationary period for the position currently held. Applicants must meet the minimum requirements. Employees currently on the Excessive Use of Sick Leave list will not be considered for this position.

The Philadelphia Parking Authority is seeking a highly experienced and professional Executive Assistant to the Chief Financial Officer. This position provides high-level, strategic, and confidential support to the CFO/Deputy Executive Director in a dynamic, fast-paced environment. The Executive Assistant plays a critical role in managing complex schedules, coordinating cross-departmental initiatives, and ensuring the timely execution of executive priorities.

Success in this role requires exceptional judgment, strong business acumen, discretion, and the ability to anticipate the needs of executive leadership. Above all, the position depends on a high level of trust—as the Executive Assistant serves as a direct extension of the CFO and must handle sensitive matters with integrity and professionalism. The ideal candidate will be a proactive problem-solver with outstanding communication skills and the ability to build strong, trust-based relationships across all levels of the organization.

Principal Duties:

• Manage the CFO’s daily calendar, appointments, and meetings with close attention to strategic priorities and organizational goals.
• Serve as the primary point of contact and gatekeeper for the CFO; screen inquiries, prioritize requests, and ensure timely follow-up.
• Prepare briefings, talking points, presentations, and internal/external correspondence on behalf of the CFO.
• Coordinate with Directors and senior leadership to monitor deadlines, assignments, and deliverables across the Finance and Administration Divisions.
• Handle confidential information and sensitive personnel, procurement, and financial documents with the utmost discretion.
• Represent the CFO in a professional and composed manner across all levels of the organization.
• Attend key meetings as needed; take notes, track action items, and ensure timely execution.
• Support internal communication, division-wide planning, and project coordination across Finance, Accounting, Payroll, Revenue, Procurement, and Risk functions.
• Act as a liaison between the CFO, internal/external stakeholders, consultants, and city agencies.
• Anticipate needs, resolve administrative issues independently, and identify opportunities to streamline processes and enhance efficiency.
• Provide limited administrative support to the CFO’s direct reports and divisions, including coordinating team meetings and supporting special projects.
• Manage administrative functions including travel arrangements, processing reimbursements, purchase orders, time records, and other duties as assigned.
• Assist the CFO with onboarding of direct reports, including ordering supplies, setting up office space, performing data entry, and preparing internal documentation and materials to support departmental integration.
• Perform related work as required.

Required Knowledge, Skills, and Abilities:

• Ability to manage multiple priorities and deadlines in a fast-paced, executive-level environment.
• Strong verbal and written communication skills, including the ability to draft professional correspondence, presentations, and briefing materials.
• Demonstrated discretion and professionalism in handling sensitive and confidential information.
• Full comprehension of office management systems, scheduling tools, and administrative procedures.
• Excellent organizational, analytical, and problem-solving skills with a high level of attention to detail.
• Strong interpersonal skills and the ability to build trust-based relationships with internal and external stakeholders.

Minimum Acceptable Training, Experience, and Education:

Education and Experience

• Bachelor’s degree preferred; advanced coursework or training in business, public administration, or related field preferred.
• At least 5–7 years of experience supporting C-level or senior executive leadership, preferably in a government, public agency, or large organization.
• Demonstrated experience managing calendars, meetings, and communication workflows in fast-paced, high-stakes environments.
• Proven ability to maintain confidentiality, exercise sound judgment, and build trust-based relationships.
• Highly organized, self-directed, and capable of managing multiple priorities with minimal oversight.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook); familiarity with project tracking and collaboration tools such as SharePoint, Teams, or Smartsheet is a plus.

Communication

• Demonstrates strong written and verbal communication skills, with the ability to produce executive-level documents and articulate information clearly.
• Interprets and synthesizes complex information, provides clear explanations, and engages in proactive communication with internal and external stakeholders.
• Maintains open communication and transparency with the CFO and team, fostering trust and alignment.
• Investigative and analytical skills required to gather information, anticipate issues, and support decision-making.

Office Technology

• Proficient in Microsoft Office Suite, including Outlook, Word, PowerPoint, and Excel.
• Experience using collaboration and project tracking tools (e.g., SharePoint, Teams, Smartsheet) is preferred.
• Ability to learn and adapt to internal systems for scheduling, procurement, and timekeeping.

Working Hours: Monday through Friday from 8:30AM – 5:00PM in-office. Hours are negotiable.

Selection Criteria:

Internal Applicants:

• 30% - ASSESSMENT TEST
• 60% - ORAL INTERVIEW(S)
• 10% - ATTENDANCE

External Applicants

• 30% - Assessment
• 60% - ORAL INTERVIEW(S)
• 10% - Education  

*INTERNAL AND EXTERNAL APPLICANTS MUST SCORE AT LEAST 70 POINTS OR HIGHER ON THE ASSESSMENT TEST TO BE ELIGIBLE.

Applicants who have at least ten (10) years of service will have four (4) points added to their total score. Only those applicants with a combined total score of 70 will be placed on the eligibility list.