Deputy Director of External Affairs

Job Description

Position Summary:

The Deputy Director of External Affairs will provide be responsible for communications and recruitment, and scheduling of surge staffing. This role will also support interdepartmental and external affairs on behalf of the Managing Director's Office, with a focus on Election operations and administration. This role will report to and provide administrative support to the Director of External Affairs, which operations under the Managing Director's Community Services Division.

Working hours are generally 37.5 hours per week, with additional hours during peak election time. This position is currently hybrid with both virtual and in-office days, however the position can opt to come in the office each day if desired. The position will transition to full-time in office with ample notice and reasonable accommodation.

This position is exempt from City Civil Service requirements.

Essential Functions:

Provide administrative assistance to the Director of External Affairs.

Maintain working knowledge of the election portfolio.

Documenting and maintaining City election staffing roles and needs, procedures, evaluations, and meeting notes.

Manage surge staffing operation of more than 200 employees: recruit, assign staff in coordination with City Commissioners. Communicate and support with time tracking and follow-up.

Facilitate training and information sessions, update training documents, including supporting materials.

Create, track, and report Surge Staffing data and feedback to capture opportunities for improvement via questionnaires and conversations.

Support the Director of External Affairs in building and maintaining meaningful relationships with City departments to support project goals.

Extended hours will be required around peak election time.

Other duties, as assigned

Competencies, Knowledge, Skills and Abilities:

Commitment to City of Philadelphia's DEI Principles- personal commitment to equity and inclusion.

Effective Communication - oral and written communications skills for various audiences; strong interpersonal skills; track record of building effective relationships; comfort with occasional public speaking (e.g., info sessions,) specifically in front of small and medium-sized groups

Adaptivity - able to manage change in challenging and complex projects, be resourceful with the flexibility both to work independently and as part of a team; able to work under limited supervision

Attention to Detail and Organization - strong organization skills; careful about details; thorough in completing tasks; able to meet deadlines; persistent in pursuit of goals; able to prioritize work and handle multiple priorities simultaneously

Critical Thinking - able to use sound and accurate judgement and think creatively to resolve complex problems; able to multi-task under tight deadlines

Flexibility - able to operate in an "all-hands-on-deck" environment; eager to contribute to the success of Rebuild, even when tasks may fall outside of core responsibilities

Collaborative - able to establish and maintain effective working relationships with internal and external stakeholders (other departments, partners and sponsors, the public, civic and business officials); willingness to take direction and follow instructions

Digital Proficiency - able to use online applications and software, particular emphasis on Excel

Availability - able and willing to travel locally for meetings, trainings, and other events as needed; able and willing to work occasional evenings and weekends, especially around peak election time.