Executive Project Specialist

Position: Executive Project Specialist, Full time

Anticipated Start date: June-July 2024

Hiring Timeframe: Immediate need – Rolling applications

Application requirements: Cover letter and resume


Philadelphia Legal Assistance (“PLA”) is the federally funded civil legal aid provider for Philadelphia’s indigent community. We provide high-volume, high-quality, and innovative legal representation in administrative and court proceedings, including all levels of state and federal courts. We also provide community education, advice, referral, and support of pro se representation. Our focus is on legal matters addressing basic human needs: family safety, health, income maintenance, and home preservation.

PLA seeks a full-time professional to provide primary support to the Executive Director and additional support to the management team. This role will work on complex assignments and projects where independent action and a high degree of initiative are required. The Executive Project Specialist (ESP) works on a variety of difficult and complex secretarial and administrative duties essential to operating a major law firm. This position requires management of confidential information and the development of strong professional relationships, both within PLA and with external partners. The ESP supports the Executive and is expected to maintain high levels of professionalism. If funding becomes available for this position that requires record or time keeping, the ESP will be required to keep contemporaneous time records for grant-funded work and satisfy any other terms and conditions of the grant contract.

Responsibilities include:

· Perform professional level administrative work for, and may act on behalf of, the Executive Director;

· Act as the primary point of contact for the Board of Directors;

· Maintain all information and communication regarding Board business, recruit potential client and other board members;

· Attend all Board and Board committee meetings and take minutes;

· Engage with client board members;

· Analyze and recommend methods for improving workflow in areas such as record keeping systems, forms control, file management, and project management;

· Assist with budget preparation as needed;

· Assist with the organization and direction of PLA’s Hiring Committee;

· Implement and/or oversee projects and prepare concise reports, as directed by the Executive Director and the Leadership team;

· Research and gather relevant statistical, financial, and personnel data, which may be of a confidential nature used in planning and decision-making;

· Serve as a liaison to the Executive Director;

· Draft email and other correspondence for the Executive Director’s signature;

· Maintain records that may be of a confidential nature and disseminate information as necessary;

· Maintain the documentation for and regulate the use of the PLA credit card for employee travel and other expenses;

· Review and correct reimbursements and litigation expense requests for the Management Team;

· Coordinate and manage the Executive Director’s calendar and facilitatie communication requests and activities;

· Assist the Executive Director in scheduling meetings with staff, Board, and others;

· Assist the Executive Director to respond to staff requests in a timely and effective manner, using sound judgment in prioritizing requests and obtaining timely answers;

· Attend leadership team meetings as a participant and note-taker;

· Manage materials and information flow into the Executive Director’s office;

· Complete other tasks as assigned by the Executive Director and the management team.


· Proficiency in Word, Excel, Sharepoint, OneDrive; basic typesetting and layout skills;

· Proficient note-taking skills;

· Excellent writing and editing skills;

· Excellent work ethic, organization, and communication skills;

· The ability to juggle multiple projects simultaneously and the ability to prioritize;

· Agility and willingness to handle a variety of tasks ranging from simple to complex;

· A professional demeanor and the ability to communicate effectively with people of different backgrounds (clients, board members, staff);

· Creativity, tenacity, empathy, patience, and a passion for justice for low-income individuals;

· Illustrate a high-level commitment to racial justice advocacy;

· The ability to work cooperatively as part of a team


Salary range is $55,000 to $60,000. PLA offers a generous benefits package in addition to salary: health insurance premiums paid in full for employee and family, cash incentives for health insurance opt out, vacation, personal, and sick leave, thirteen (13) paid holidays, 403(b) retirement plan with employer contribution based on years of service, paid parental leave, life insurance and short and long- term disability benefits.


Philadelphia Legal Assistance (PLA) is an equal-opportunity employer. PLA values a diverse

work environment and strongly encourages women, people of color, people who identify as LGBTQ, people with disabilities, people who have experienced poverty or homelessness, and people who have had prior contact with the juvenile, criminal, or child welfare systems to apply. PLA invites all applicants to include in their cover letter a statement about how your unique background and/or experiences might contribute to the diversity, cultural vitality, and perspective of our staff and legal services practice. Interested applicants should email a cover letter and resume, preferably in one PDF document, to: work@philalegal.org.

Applicants are encouraged to apply as soon as possible, as the position will be filled as soon as an appropriate candidate is identified.