Assistant Director of Scheduling

Position Summary

The Assistant Director of Scheduling supports the Director of Scheduling in managing the daily and long-term calendar of the Mayor. This role ensures efficient time management prioritization of engagements and alignment of the Mayors schedule with strategic priorities. The Assistant Director works closely with internal and external stakeholders to coordinate events meetings and appearances ensuring seamless execution and responsiveness.

Essential Functions

Calendar Management:

• Assist in managing the Mayors calendar ensuring meetings and events align with the Mayors goals and priorities.
• Coordinate scheduling requests assessing urgency and relevance.
• Identify and resolve conflicts recommending adjustments to optimize the Mayors time.

Event Coordination:

• Work with internal teams community organizations and external stakeholders to organize and confirm logistics for the Mayors events.
• Ensure detailed briefing materials are prepared in advance of each engagement.
• Oversee event logistics to ensure smooth execution including travel on-site needs and timing.

Communication & Liaison:

• Serve as a point of contact between the Office of the Mayor city departments community groups and other partners on scheduling matters.
• Relay changes and updates to the Director of Scheduling and other relevant team members promptly.

Administrative Support:

• Maintain accurate records of scheduling requests decisions and event details.
• Support the preparation of daily and weekly schedules ensuring clarity and completeness.
• Assist in the development of long-term planning tools and reports to track recurring or major engagements.

Strategic Prioritization:

• Help evaluate and prioritize competing scheduling demands to maximize the Mayors impact.
• Provide insights and recommendations to the Director of Scheduling to ensure strategic alignment of engagements.

Required Competencies Knowledge Skills and Abilities

Knowledge:

• Understanding of municipal government structures processes and functions including the role of the Mayors Office.
• Familiarity with political protocol scheduling practices and public administration principles.
• Knowledge of event logistics time management and stakeholder coordination.
• Awareness of cultural civic and business dynamics within the city to align engagements effectively.
• Strong understanding of the importance of discretion and maintaining confidentiality when managing sensitive information.
• Proficient in scheduling tools Microsoft Office Suite (Outlook Word Excel and PowerPoint) and project management software.
• Familiarity with virtual meeting platforms (e.g. Zoom Teams) and communication technologies.

Skills:

• Exceptional ability to manage multiple tasks prioritize competing demands and maintain a well-organized schedule.
• Clear and professional verbal and written communication tailored to diverse audiences.
• Ability to draft detailed and concise briefing materials.
• Strong relationship-building skills to engage with internal teams city departments and external stakeholders.
• Diplomacy and tact when addressing scheduling conflicts or urgent requests.
• Creative and strategic thinking to address scheduling challenges ensure alignment with priorities and prevent conflicts.
• Accuracy in scheduling record-keeping and preparation of event logistics to avoid errors or miscommunication.
• Ability to work under tight deadlines respond quickly to last-minute changes and maintain focus in high-pressure situations.
• Skilled in using digital tools for scheduling workflow management and document preparation.

Abilities

• Ability to assess the importance of scheduling requests and prioritize effectively in alignment with strategic objectives.
• Adaptability to changing schedules unanticipated demands and evolving priorities.
• Work seamlessly with the Director of Scheduling and other team members to ensure cohesive and efficient operations.
• Maintain a positive professional demeanor when interacting with diverse stakeholders including high-profile individuals and community members.
• Handle sensitive information with discretion and integrity ensuring trust and reliability in all professional interactions.
• A proactive and results-driven approach to supporting the Mayors schedule ensuring optimal productivity and impact.
• Willingness to work evenings weekends and respond promptly to urgent needs demonstrating a high level of dedication to the role.

Qualifications :

• Bachelors degree in business administration public administration political science or a related field; advanced degree preferred.
• At least three years of previous experience in scheduling calendar management executive support or event planning preferably in a government or executive office environment

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.

Additional Information :

TO APPLY: Interested candidates must submit a cover letter and resume.

Salary Range: $75000 - $90000

Discover the Perks of Being a City of Philadelphia Employee:

• Transportation: City employees get unlimited FREE public transportation all year long through SEPTAs 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 or send an email to

For more information go to: Human Relations Website: Work :

No

Employment Type :

Full-time