Project Engagement Manager, Business Roundtables

A best-in-class city that attracts best-in-class talent, Philadelphia is an incredible place to build a career. From our thriving arts scene and rich history to our culture of passion and grit, there are countless reasons to love living and working here. With a workforce of over 30,000 people, and more than 1,000 different job categories, the City of Philadelphia offers boundless opportunities to make an impact.

As an employer, the City of Philadelphia values inclusion, integrity, innovation, empowerment, and hard work above all else. We offer a vibrant work environment, comprehensive health care and benefits, and the experience you need to grow and excel. If you’re interested in working with a passionate team of people who care about the future of Philadelphia, start here.

What we offer

• Impact - The work you do here matters to millions. 
• Growth - Philadelphia is growing, why not grow with it? 
• Diversity & Inclusion - Find a career in a place where everyone belongs.
• Benefits - We care about your well-being.

Agency Description

The Mayor's Office of Philadelphia is dedicated to serving the residents of the City by promoting equity, fostering economic growth, and enhancing the quality of life for all communities. Committed to transparency, integrity, and accountability, we work collaboratively with city departments, agencies, community organizations, and stakeholders to address the most pressing challenges facing our City and to create opportunities for shared prosperity and success.

The Mayor’s Office hopes to continue to build a vibrant, inclusive, and resilient city where every resident has the opportunity to thrive. The City of Philadelphia aspires to be a model of effective governance, innovation, and social progress, where government works in partnership with the community to create positive change and achieve meaningful results.

The Mayor’s Office focuses on the following main initiatives:

• Public Safety
• Clean and Green
• Housing
• Economic Opportunity
• Education
• Roundtables (business, faith-based, and intergovernmental)

Position Summary

The Project Engagement Manager to the Director of the Mayor’s Business Roundtables provides both programmatic management and high-level administrative support to ensure the success of this citywide initiative. This position is responsible for coordinating the planning, execution, and follow-up of roundtable activities, while also managing the Director’s schedule, communications, and stakeholder engagement. The role requires a proactive, detail-oriented professional who can balance program coordination with executive-level support in a fast-paced, high-impact environment.

Essential Functions

• Assist with overseeing the day-to-day coordination of the Mayor’s Business Roundtables, ensuring that all initiatives, meetings, and deliverables are executed on time and aligned with program goals.
• Manage timelines, track action items, and monitor progress toward objectives, escalating issues and recommending solutions as needed.
• Collaborate with internal departments, advisory committees, and external stakeholders to ensure program outcomes are achieved.
• Collect and analyze data for dashboards, reports, and performance measures; prepare summaries to support the Director’s decision-making.
• Lead or assist with special projects, including research, cross-departmental initiatives, and program expansion efforts.
• Manage the Director’s calendar, ensuring efficient scheduling, prioritization of commitments, and resolution of conflicts.
• Serve as the primary point of contact between the Director and roundtable members, committee members, city officials, and external stakeholders.
• Draft, edit, and distribute professional correspondence, agendas, reports, and meeting notes.
• Prepare briefing materials, presentations, and other documentation in support of executive meetings and program initiatives.
• Handle confidential information with discretion, supporting the Director in sensitive matters as needed.
• Coordinate logistics for monthly roundtable meetings, quarterly executive and advisory committee sessions, and other events.
• Ensure venues, technology platforms, and materials are prepared in advance for smooth hybrid (in-person and virtual) participation.
• Track follow-up assignments from meetings and ensure accountability for deliverables.
• Stakeholder Engagement & Communication
• Act as a liaison with roundtable members, business leaders, city officials, and community partners.
• Maintain responsive communication channels, ensuring stakeholders are informed and engaged.
• Support strategic messaging by preparing talking points, reports, and presentations for leadership.
• And other duties as assigned.

Required Competencies, Knowledge, Skills, and Abilities

Knowledge of:

• Community engagement practices and approaches to working with diverse stakeholders.
• Principles of program coordination and evaluation within government, nonprofit, or community-based settings.
• Meeting and event planning logistics, including hybrid (in-person/virtual) coordination.
• Office administration procedures, scheduling, and recordkeeping.
• Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and virtual platforms (Zoom, Teams).
• Standards of professionalism, confidentiality, and customer service in supporting executive leadership.

Skills in:

• Building and maintaining strong working relationships with community leaders, roundtable members, city officials, and partner organizations.
• Facilitating community-based meetings, preparing agendas, and documenting action items and outcomes.
• Organizing, prioritizing, and coordinating multiple tasks, events, and projects at once.
• Drafting and preparing professional correspondence, reports, and briefing materials.
• Communicating effectively with stakeholders, both verbally and in writing, in a clear and culturally competent manner.
• Supporting outreach, program communications, and stakeholder follow-up.
• Coordinating travel, schedules, and logistics for executive leadership.

Ability to:

• Represent the Mayor’s Office and the Director of the Business Roundtables with professionalism, diplomacy, and cultural sensitivity.
• Adapt quickly to changing priorities and emerging community or program needs.
• Balance programmatic responsibilities with administrative support in a fast-paced environment.
• Exercise initiative, discretion, and sound judgment when handling sensitive matters.
• Work collaboratively across departments and with external partners to advance program goals.
• Support program monitoring by gathering, organizing, and maintaining accurate records and data.
• Provide responsive customer service as a primary point of contact for stakeholders and the public.

• Bachelor’s degree communications, public affairs, public relations, business management, public administration, urban studies, or a closely related field.
• A minimum of five years of progressively responsible experience in program coordination, project management, or executive-level support, ideally in government, nonprofit, or business development settings.

We value diverse experiences and are open to flexible qualifications. If you are passionate about this role and meet some of the key criteria, we encourage you to apply.

TO APPLY: Interested candidates must submit a resume.

Salary Range: $80,000 - $90,000

Discover the Perks of Being a City of Philadelphia Employee:

• Transportation: City employees get unlimited FREE public transportation all year long through SEPTA’s Key Advantage program. Employees can ride on SEPTA buses, subways, trolleys, and regional rail for their daily commute and more.
• Parental Benefits: The City offers its employees 8 weeks of paid parental leave.
• We offer Comprehensive health coverage for employees and their eligible dependents.
• Our wellness program offers eligibility into the discounted medical plan
• Employees receive paid vacation, sick leave, and holidays
• Generous retirement savings options are available
• Pay off your student loans faster - As a qualifying employer, City of Philadelphia employees are eligible to participate in the Public Service Loan Forgiveness program. Join the ranks of hundreds of employees who have already benefited from this program and achieved student loan forgiveness.
• Unlock Tuition Discounts and Scholarships - The City of Philadelphia has forged partnerships with over a dozen esteemed colleges and universities in the area, ensuring that our employees have access to a wide range of tuition discounts and scholarships. Experience savings of 10% to 40% on your educational expenses, extending not only to City employees but in some cases, spouse and dependents too!

Join the City of Philadelphia team today and seize these incredible benefits designed to enhance your financial well-being and personal growth!

*The successful candidate must be a city of Philadelphia resident within six months of hire

Effective May 22, 2023, vaccinations are no longer required for new employees that work in non-medical, non-emergency or patient facing positions with the City of Philadelphia. As a result, only employees in positions providing services that are patient-facing medical care (ex: Nurses, doctors, emergency medical personnel), must be fully vaccinated.

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 [email protected].

For more information, go to: Human Relations Website: http://www.phila.gov/humanrelations/Pages/default.aspx