Briefing Book Coordinator

  • Full-time

Company Description

With a workforce of over 30,000 people, and opportunities in more than 1,000 different job categories, the City of Philadelphia is the fifth largest city in the United States and one of the largest employers in Southeastern Pennsylvania. As an employer, the City of Philadelphia operates through the guiding principles of service, integrity, respect, accountability, collaboration, diversity and inclusion. Through these principles, we strive to effectively deliver services, to resolve the challenges facing our city, and to make Philadelphia a place where all of our residents have the opportunity to reach their potential. 

Job Description

POSITION SUMMARY

The Briefing Book Coordinator is responsible for producing a daily book detailing event information for the Mayor with accurate, concise, and easily understood details for every event/meeting on his schedule. The Briefing Book Coordinator is responsible for determining which events on the Mayor’s calendar require notes or remarks, and is also responsible for contacting the correct staffer to provide these details or remarks. In addition to deciding which events require notes or remarks, the Briefing Book Coordinator should seek out any relevant background information on events, and summarize it in an accurate, concise, and easily understood manner. The Briefing Book Coordinator ensures that the Mayor and his Special Assistant have a detailed understanding of upcoming events and meetings and is part of a four-person scheduling team that acts as the final point of contact for all departments and individuals scheduling events with the Mayor.

ESSENTIAL FUNCTIONS

  • Work with Director of Scheduling to determine which events require notes or remarks
  • Contact administration employees to compile notes or remarks for specific events
  • Research any relevant information for meetings on the Mayor’s schedule, and summarize information as needed
  • Summarize briefing information for each event in a clear, concise, and accurate manner
  • Compile notes and Mayor’s daily schedule to create copies of the Briefing Book for each day
  • Provide updated materials to Mayor throughout day as needed
  • Assist Director of Scheduling and Mayor’s Receptionist as needed
  • Coordinate all relevant press/media materials with the Communications office in preparation for events
  • Accompany the Mayor at scheduled events when The Special Assistant is absent 
  • Serve as final point of contact and remind additional attendees of all events and meetings on the Mayor’s schedule
  • Set firm deadlines for Briefing Book logistics responses and follow up when necessary 
  • Produce a final product with no formatting, grammatical, or spelling errors

COMPETENCIES, KNOWLEDGE, SKILLS, AND ABILITIES

  • Strong written and oral communication skills
  • Very strong attention to detail
  • Ability to work with other departments and agencies to receive information in a timely manner
  • Strong organizational skills
  • Ability to exercise sound and independent judgement within general policy guidelines
  • Innate ability to anticipate possible conflicts and quickly problem solve 
  • Effective time management skills to reach daily/weekly goals on schedule

Qualifications

  • Understanding of city government and departments
  • Past work in reception or greeting
  • Experience managing organizational systems
  • 1 year experience in a position focused heavily on writing, editing and data management
  • Experience in writing and research

Additional Information

Salary: $35,000

Please submit a resume and cover letter with your applications.

Successful candidate must be a city of Philadelphia resident within six month of hire.

The City of Philadelphia is an Equal Opportunity employer and does not permit discrimination based on race, ethnicity, color, sex, sexual orientation, gender identity, religion, national origin, ancestry, age, disability, marital status, source of income, familial status, genetic information or domestic or sexual violence victim status. If you believe you were discriminated against, call the Philadelphia Commission on Human Relations at 215-686-4670 or send an email to pchr@ phila.gov. For more information, go to: Human Relations Website: http://www.phila.gov/humanrelations/Pages/default.aspx