Executive Assistant - CEO

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JOB SUMMARY:

The Chief Executive Office Scheduler has a key stewardship and facilitation role in the organization; acting as a primary support to the CEO to help manage their time so they can focus on the most critical priorities for driving impact in the communities we serve. As a key member within the Office of the CEO, this person will develop strong relationships across the organization, drive effective outcomes, organize, and align priorities and maintain momentum.

The successful Executive Scheduler will provide a world-class experience to the CEO in helping manage their complex and evolving schedule, working closely with the CEO to understand their priorities and then proactively structure the CEOs schedule to align with those priorities. The Executive Scheduler will develop a systematic approach to scheduling that anticipates the CEOs needs, create efficiency, and meet the strategic and tactical needs of the CEO. The Executive Scheduler will be an avid problem-solver with crisp communication, astute attention to detail, and the ability to diplomatically balance numerous demands on the CEOs time.

MAJOR AREAS OF RESPONSIBILITY

Executive Scheduling:

The Executive Scheduler will work closely and effectively with the CEO on a broad variety of scheduling-related tasks to keep them accurately informed of upcoming commitments and responsibilities, ensuring appropriate follow-up actions are taken and respecting confidential matters. This person will provide sophisticated calendar management, prioritizing inquiries and requests while troubleshooting conflicts and making sound judgments and recommendations to ensure smooth day-to-day engagements. This includes managing the CEOs schedule; confirming meeting and event logistics; preparing materials for meetings and events; arranging travel; and creating itineraries.

Executive Operations Support:

Under the direction of the Chief of Staff, the Executive Scheduler will also partner with the office of the CEO team members to strategically execute CEO internal and external engagements, with the goal of optimizing time and relationships with key stakeholders. This person will arrange and handle planning for Executive and enterprise meetings and retreats such as planning events, managing facility coordination, scheduling meetings, and helping prepare presentation content. This person will prepare and review reports and other documents while taking care to ensure that they are consistent with organizational policies and practices. This person will complete critical aspects of deliverables and special assignments by establishing objectives, determining priorities, managing time, gaining cooperation of others, monitoring progress, problem solving and adjusting plans.

MINIMUM QUALIFICATIONS:

• Bachelor's degree from an accredited college or university is required
• Five (5) or more years' experience in executive-level scheduling, advance operations, or similar roles supporting high-ranking government or public sector officials in a large and/or complex setting
• Previous experience with a federal, state, or major city government or public sector organization is preferred
• Proven track record of supporting complex executive-level scheduling, travel, and logistical needs—balancing numerous scheduling demands against executive priorities and diplomatically managing key internal and external relationships with utmost care and attention to detail
• Proven capacity for maintaining discretion when handling sensitive material and exhibiting the highest level of responsiveness to internal and external stakeholders
• Assertiveness, proactivity, adaptability, professionalism, and confidence; a creative problem solver who actively seeks possibilities, develops solutions, and anticipates needs
• Solid communication, interpersonal, and teamwork skills; able to establish trust and respect with all levels of employees
• Extremely well organized and structured; able to anticipate needs and provide the highest quality of service with a mindset of accountability
• Excellent mastering of all administrative tools, digital works, and essential software (Outlook, Word, Excel, PowerPoint, browsers, etc.)
• Must always be professionally dressed