Chief of Staff at City of Philadelphia in Philadelphia, PA, United States

Job description

• The Chief of Staff serves as a strategic advisor to the Managing Director and is responsible for coordinating executive priorities, facilitating cross-departmental initiatives, and ensuring the efficient operation of the Managing Director's executive office. The employee provides high-level policy, operational, and administrative support by managing strategic initiatives, coordinating executive communications, tracking organizational priorities, and serving as a trusted advisor to the Managing Director.
• The Chief of Staff works closely with the First Deputy Managing Director, Deputy Managing Directors, department commissioners, the Mayor's Office, and other executive leadership to advance the Mayor's priorities and ensure timely execution of key initiatives. The position manages complex projects, resolves issues requiring executive coordination, and provides leadership on special assignments involving multiple departments and stakeholders.
• The employee exercises considerable independent judgment and discretion in managing confidential matters, coordinating executive activities, and representing the Managing Director in meetings and discussions with internal and external partners.
• Work is performed under the general direction of the Managing Director.

Responsibilities

• Serves as an advisor to the Managing Director on strategic initiatives, executive priorities, organizational issues, and operational matters.
• Coordinates the Managing Director's executive priorities and monitors progress on strategic initiatives across operating departments.
• Works closely with the First Deputy Managing Director to ensure alignment between strategic priorities and operational execution.
• Manages executive projects and special initiatives involving multiple City departments, external partners, and community stakeholders.
• Coordinates executive meetings, cabinet meetings, leadership briefings, and cross-department work sessions; develops agendas, briefing materials, and follow-up action items.
• Researches, analyzes, and prepares policy recommendations, executive memoranda, presentations, briefing documents, and reports for the Managing Director.
• Serves as the primary liaison between the Managing Director's Office, the Mayor's Office, City Council, operating departments, and external stakeholders on matters requiring executive coordination.
• Monitors organizational priorities and tracks progress toward departmental goals, ensuring accountability and timely completion of executive assignments.
• Anticipates issues requiring executive attention and recommends solutions to support informed decision-making.
• Coordinates responses to high-priority requests from the Mayor's Office, elected officials, executive leadership, and community partners.
• Reviews reports, policy proposals, legislative matters, and operational updates and prepares executive summaries and recommendations.
• Facilitates collaboration among departments to resolve issues affecting City operations and implementation of mayoral initiatives.
• Represents the Managing Director at meetings, committees, and public events as assigned.
• Exercises discretion in handling confidential information involving personnel, operational, legal, financial, and policy matters.
• All other duties as assigned.

Requirements

• Principles and practices of public administration and executive management.
• Municipal government organization and operations.
• Strategic planning and organizational performance management.
• Policy analysis and implementation.
• Project management methodologies.
• Budgeting, organizational planning, and governmental decision-making processes.
• Intergovernmental relations and stakeholder engagement.
• Executive communications and governmental protocol.
• Advising executive leadership on strategic and organizational matters.
• Managing complex projects involving multiple departments and stakeholders.
• Developing executive briefings, policy analyses, presentations, and reports.
• Facilitating meetings, building consensus, and coordinating cross-functional teams.
• Identifying organizational challenges and developing practical recommendations.
• Managing multiple high-priority assignments simultaneously.
• Building collaborative relationships with elected officials, executive leadership, and community partners.
• Exercising diplomacy, discretion, and sound judgment when handling sensitive issues.
• Communicating effectively through written, verbal, and presentation formats.
• Develop and coordinate strategic initiatives that advance organizational priorities.
• Analyze complex operational and policy issues and recommend effective solutions.
• Build consensus among diverse stakeholders with competing priorities.
• Manage confidential information with professionalism and discretion.
• Communicate effectively with executive leadership, elected officials, employees, and the public.
• Anticipate executive needs and proactively resolve issues.
• Coordinate multiple priorities within demanding timelines.
• Represent the Managing Director professionally and effectively in a variety of settings.
• Completion of a bachelor's degree from an accredited college or university in public administration, public policy, business administration, political science, organizational leadership, or a closely related field. A master's degree is preferred.
• At least five to seven years of progressively responsible experience in executive management, strategic planning, public administration, governmental operations, or policy development, including experience supporting senior executive leadership.
• We value diverse experiences and are open to flexible qualifications. If you are passionate about this role and meet some of the key criteria, we encourage you to apply.

Skills

Required

• Diplomacy
• Discretion
• Sound judgment
• Collaboration
• Communication
• Leadership
• Consensus building

Benefits

• Impact - The work you do here matters to millions.
• Growth - Philadelphia is growing, why not grow with it?
• Diversity & Inclusion - Find a career in a place where everyone belongs.
• Benefits - We care about your well-being.
• Transportation: City employees get unlimited FREE public transportation all year long through SEPTA’s Key Advantage program. Employees can ride on SEPTA buses, subways, trolleys, and regional rail for their daily commute and more.
• Parental Benefits: The City offers its employees 8 weeks of paid parental leave.
• We offer Comprehensive health coverage for employees and their eligible dependents.
• Our wellness program offers eligibility into the discounted medical plan
• Employees receive paid vacation, sick leave, and holidays
• Generous retirement savings options are available
• Pay off your student loans faster - As a qualifying employer, City of Philadelphia employees are eligible to participate in the Public Service Loan Forgiveness program. Join the ranks of hundreds of employees who have already benefited from this program and achieved student loan forgiveness.
• Unlock Tuition Discounts and Scholarships - The City of Philadelphia has forged partnerships with over a dozen esteemed colleges and universities in the area, ensuring that our employees have access to a wide range of tuition discounts and scholarships. Experience savings of 10% to 40% on your educational expenses, extending not only to City employees but in some cases, spouse and dependents too!
• Join the City of Philadelphia team today and seize these incredible benefits designed to enhance your financial well-being and personal growth!