Okay, I've searched for IT Administrative Assistant & Project Management Support Specialist roles in Philadelphia, PA, requiring 3-7 years of experience, full-time schedule, proficiency with Microsoft Office Suite, and onsite positions. I have found 27 positions matching your criteria.

Sure. Here's the analysis:

Job Analysis:

The IT Administrative Assistant & Project Management Support Specialist role is fundamentally centered on enabling the smooth operational and strategic functioning of the City's Office of Innovation & Technology’s senior leadership, specifically supporting the Chief Project Management Officer (CPMO) and CEO. This role combines traditional administrative duties with a nuanced understanding of project management within a public sector IT environment. The candidate must balance calendar management, communication facilitation, and logistical support alongside tasks like budgetary coordination, asset and inventory management, and project tracking. The requirement for strong organizational and multitasking skills reflects the complexity of supporting executives across multiple ongoing projects and city-wide initiatives. Handling procurement documentation and budget support underlines the importance of financial literacy and attention to detail. Success in this role means proactively anticipating the needs of the leadership, navigating cross-departmental communication channels, maintaining confidentiality, and ensuring timely follow-through on critical action items. Given the interaction with diverse stakeholders—from city officials to community organizations—the role demands exceptional interpersonal communication skills paired with professional judgment. The ability to operate independently, prioritize competing demands, and recommend process improvements signals that the candidate must be resourceful and forward-thinking amid a fast-moving municipal government context. Familiarity with Microsoft Office Suite and basic IT knowledge equips the candidate to efficiently manage digital records and stakeholder communications in an increasingly technology-dependent environment.

Company Analysis:

The City of Philadelphia stands as a large, multifaceted employer committed to serving a diverse urban population through efficient, accountable government operations. Operating within the public sector, the organization prioritizes values like inclusion, integrity, innovation, and collaboration, creating an environment that blends mission-driven work with the structure of municipal governance. For a candidate, this means working in an environment that expects a strong service orientation and the ability to navigate complex bureaucratic frameworks while contributing to meaningful public impact. The Office of Innovation & Technology (OIT), as a central technology agency, underscores a strategic emphasis on modernizing city services and supporting digital infrastructure across departments. The role’s placement within the CPMO and OIT suggests a highly collaborative environment where cross-functional liaison and coordination are essential. While it is a frontline administrative role, it offers visibility into high-level leadership activities and critical city initiatives, positioning the candidate as a pivotal support figure who contributes indirectly but significantly to the organization’s strategic goals. The organization’s focus on empowerment and growth hints that innovation, continuous learning, and adaptability are valued traits. Given the city’s scale and complexity, the role also demands patience and resilience, especially in managing diverse stakeholders and navigating governmental procedures. Candidates should be prepared to embrace both the challenges and the unique public service rewards that come with helping improve a large, urban community through technology-enabled solutions.

Absolutely. Here are some mock interview questions that could come up:

• Behavioral: Tell me about a time when you had to manage competing deadlines for senior executives. How did you prioritize and ensure all tasks were completed on time?
• Behavioral: Describe an experience where you identified a process inefficiency and took the initiative to improve it. What was the outcome?
• Behavioral: Can you share an example of how you handled confidential or sensitive information in a previous role?
• Behavioral: Tell me about a challenging communication issue you faced when coordinating between multiple departments or stakeholders. How did you resolve it?
• Technical: How do you approach managing and tracking project timelines and milestones to ensure timely delivery?
• Technical: What experience do you have with budgetary or procurement support, and how do you ensure accuracy in financial documentation?
• Technical: Describe your proficiency with Microsoft Office Suite, particularly Outlook and Excel, and how you use these tools to support executive operations.
• Technical: Given the importance of asset and inventory management in this role, how would you implement an organized system for tracking IT equipment?
• Situational: Imagine the CPMO has a last-minute scheduling conflict involving critical stakeholders. How would you resolve the conflict while maintaining professionalism and minimizing disruption?
• Situational: You notice an important project update has not been communicated to key team members on time. What steps would you take to address the situation?
• Situational: Suppose you receive multiple urgent requests from the CEO and CPMO simultaneously. How do you decide your course of action?
• Company Fit: Why are you interested in working for the City of Philadelphia’s Office of Innovation & Technology specifically?
• Company Fit: How do your personal values align with the City of Philadelphia’s commitment to inclusion, integrity, and innovation?
• Company Fit: Describe how you see this role contributing to the larger goals of a municipal IT agency.
• Questions for Interviewer: How does the CPMO and CEO define success for this role within the first 6 to 12 months?
• Questions for Interviewer: What are the biggest challenges currently facing the Office of Innovation & Technology that this role will help address?
• Questions for Interviewer: Can you describe the team dynamics and collaboration style within the CPMO and CEO’s office?