Special Projects Assistant

Job Type

Full Time




211 North 13th Street
United States


Reporting to the Managing Director of People and Operations (MD), the Special Projects Assistant (SPA) will join the People and Operations Team to support the City of Philadelphia Site.  The SPA position will have a particular focus on supporting the Executive Director (ED) of the site in his role of leading the 50 staff and 215 AmeriCorps members of City Year Philadelphia.  The Special Projects Assistant will provide the ED with exceptional project management and administrative support.  The Special Projects Assistant will be responsible for managing the daily operations of the Executive Office as well as the material production process for City Year Philadelphia’s Advisory Board and committee meetings.   S/he must collaborate with staff members across all departments at the site and headquarters, including with the Executive Leadership Team, as well as Board members and their assistants.

Executive Director Empowerment and Advisement

  • Provide excellent project management and administrative support to the Executive Director (ED), including but not limited to maintaining calendars, scheduling meetings and conference calls, managing expenses, arranging travel, writing meeting minutes, reviewing mail, as well as preparing marketing folders, presentations and speaking points for the ED on an array of topics for a breadth of constituencies
  • Anticipate logistical and informational needs of Executive Director to ensure that he is thoroughly prepared well in advance for meetings, presentations, and events
  • Build and nurture key relationships with administrative support staff, government officials, school district leadership, business leaders, and other community leaders who actively engage with the CYP ED
  • Serve as the primary contact for individuals and organizations seeking information from the Executive Director, prioritizing requests, coordinating with internal staff, and ensuring that outgoing communication is timely and accurate
  • Plan and prepare all logistics for internal and external meetings hosted by the ED, including small scale events
  • Ensure alignment of ED priorities with Staff Engagement, Executive Leadership, and Site Leadership
  • Support the ED’s participation on external community boards to position City Year as a leader in the educational community and as a premier service partner
  • Implement and maintain an effective paper and electronic filing system, practicing discretion when dealing with confidential matters encountered in meeting discussions and personnel data management
  • Develop and manage annual Executive Office non-personnel budget and expense forecasts
  • Complete and submit check requests, purchase orders, and expense reimbursements on behalf of the ED
  • Submit, track, and follow up on high-priority needs of the ED through frequent and at times in-depth interactions with all departments
  • Maintain constituent database via cychannel, including relevant executive office notes on a consistent basis
  • Supervise interns, co-ops, or any other additional administrative support provided in the Executive Office

Site Board Empowerment and Communication

  • Coordinate communication with City Year Philadelphia Advisory Board, including preparation and distribution of meeting agendas and minutes, creation and updating of materials, and scheduling of meetings
  • Consistently ensure that all Board members have access to current Board rules, regulations, and materials
  • Project manage all logistical aspects of quarterly Board meetings, Board retreats, and Board special events, including preparation of materials and coordination of staff participation
  • Maintain accurate files on meetings, committees, and members
  • Support management of Advisory Board committees, including scheduling and meeting materials, and assisting  with follow up as necessary, particularly the Nominating and Governance, Government Relations and Executive Committees
  • Assist committees with special projects by conducting research, collecting and analyzing data, drafting reports and preparing presentations for internal and external stakeholders
  • Draft and distribute additional written correspondence to Board members on behalf of ED as needed, including coordinating with the Executive Leadership Team to provide regular updates to the Advisory Board such as recurring written memorandums and newsletters

Organizational Initiatives & Site Support

  • Collaborate with multiple department Operations points to strategize around and execute site-wide solutions and processes, ensuring clear and consistent communication across the site
  • Partner with City Year Philadelphia’s departments and staff to ensure that site-wide goals are met,  including, but not limited to, the AmeriCorps member applicant interview process, stakeholder engagement, event and service day participation, and cross-departmental committees
  • Attend overnight conferences including Academy, a week-long training conference for all City Year staff held in Boston in July, as well as additional engagement and training activities


  • Communication: clearly articulates information and ideas orally and in writing; communicates with confidence and credibility; listens carefully and is responsive to feedback
  • Relationship Development: establishes and builds diverse, mutually beneficial, and sustainable partnerships within City Year, throughout partnering organizations, and in the communities we serve. Invests in relationships that may not address an immediate issue but further long-term objectives; balances delivery of results with relationship building
  • Executes to Results:  demonstrates exceptional project management, organizational  and time management skills, with commitment to follow-through; accomplishes tasks on time and with high quality; accepts accountability and takes initiative;  delegates responsibilities and holds others accountable; is results-oriented
  • Problem Solving and Decision Making: applies knowledge, experience, creativity, and critical thinking in solving challenges; looks beyond the obvious for answers; uses sound judgment to make well-informed, ethical decisions

Additional Experience and Qualities Needed

  • Bachelor’s degree or equivalent experience required
  • One or more years administrative experience with excellent recommendations
  • City Year and AmeriCorps alumni encouraged to apply
  • Ability to adapt and excel in a fast-paced, diverse, and rapidly-changing environment
  • Desire and ability to work with individuals of diverse backgrounds
  • Proven ability to handle competing priorities and to think critically
  • Demonstrated ability to exercise sound judgment in handling sensitive and confidential information
  • Proficiency with Microsoft Office Suite; experience with Salesforce database a plus
  • A sense of humor and flexibility!
  • Strong passion for and commitment to City Year’s mission of delivering high-impact service to the students of Philadelphia, to developing young professionals as powerful civic leaders and life-long active citizens, to promoting and advancing the concept of national service, and to the belief in youth as agents of social change

Qualified applicants should submit an application with a resume, cover letter, and salary requirements.  Applications without each of these 3 items will not be considered.  No phone calls, please.

Compensation and Benefits

Full time employees are entitled to compensation commensurate with experience. Benefits for full time employees include health insurance with Flexible Spending Account, paid vacation, holidays, parental leave, 401K, and more.

City Year is an Equal Opportunity Employer, committed to a diverse workforce. Individuals from all backgrounds are encouraged to apply, including persons with disabilities and veterans.

Professional Level

None specified

Minimum Education Required

No requirement

How To Apply


Please complete the online application and attach a resume and thoughtful cover letter in the "Resume/CV" field on the "My Experience" page. Internal applicants should apply through cyresource.