Executive Team Coordinator & Scheduler to the Mayor
Share
Job Location:
Saint Paul, MN - USA
Yearly Salary:
$ 34944 - 84968
Posted on:
18 hours ago
Vacancies:
1 Vacancy
Job Summary
About the Position
The City of Saint Paul is hiring for an Executive Team Coordinator and Scheduler to the Mayor who will serve as the primary coordinator of Mayor-Elect Hers schedule while also overseeing day-to-day office operations for the Mayors Office. This role is central to ensuring that the Mayors time priorities and office infrastructure are aligned in support of the Mayors agenda. This position works closely with senior leadership internal departments and external stakeholders.
Heres what you can expect to do:- Manage structure and optimize the Mayors dailyand long-rangeschedule including meetings briefings events and travel.
- Partner with senior leadership to align scheduling with strategic commitments annual priorities and day-of logistics.
- Serve as a primary point of contact for internal departments and external stakeholders seeking time with the Mayor; triage requests and ensure alignment with strategic priorities.
- Coordinate briefing materials agendas and follow-up actions to ensure the Mayor is fully prepared for all engagements.
- Maintain situational awareness of emerging issues city operations and political dynamics to inform scheduling decisions.
- Track commitments deadlines recurring events and long-term obligations to ensure continuity and follow-through.
- Coordinate with communications policy and operations teams to ensure each engagement is supported staffed and sequenced correctly.
- Coordinate with Executive Protection on daily movements routes event timing and security-driven schedule adjustments.
- Serve as liaison for the Mayors family and personal obligations integrating these commitments into the official calendar with discretion.
- Uphold confidentiality and represent the Mayors Office with professionalism in high-pressure time-sensitive environments.
- Oversee general office operations including management of office space supplies equipment and technology needs.
- Support administrative processes such as contract signature routing office accounting procedures and resolution review and approval processes.
- Support and engage in constituent services functions as needed.
- Assist with office-wide projects process improvements and operational initiatives.
- Serve as a reliable and collaborative administrative resource for executive staff working as a team player to ensure smooth internal operations and efficient information flow.
- The position generally operates on a MondayFriday schedule with flexibility necessary to provide support on nights or weekends when required.
- Performs other duties as assigned.
The ideal candidate for this position will possess the following:- Effectively communicates across race class andculture & other aspects of difference.
- Excellent written verbal and electronic communication skills and ability to communicate complex information clearly to diverse audiences.
- Exceptional organizational skills with demonstrated ability to handle multiple assignments or projects simultaneously attentive to details and responsive to deadlines.
- Strong interpersonal skills and the ability to work both collaboratively and independently in a fast-paced team-oriented environment.
- Ability to develop and maintain strong working relationships with colleagues stakeholders and members of the public.
- High proficiency in Outlook Word and Excel.
Position Requirements
- Bachelors degree
- Five (5) or more years of professional experience in executive support scheduling office management or a related field (public sector or executive office experience preferred).
How to Apply
- Submit a City of Saint Paul online application by the closing date.
- Upload or submit the following required documentsvia the online application system. (Zip files and web links will not be accepted. Each uploaded attachment is limited to 10MB.)
- A resume
- A letter of interest
First time applying online Read our How to Apply Online Guide.
Need technical support For help with the online application please call 1-.
Learn more about our Hiring Process
Unclassified Posting:This is an UNCLASSIFIED position and is therefore not governed by City Civil Service Rules.
Final Selection Process: The selection process will include a review and evaluation of your qualifications. We will notify candidates who are invited to participate in the final selection process which may include an interview. The selection process will include a review and evaluation of your qualifications.
Pre-Employment Screening: This position requires a background check which may include criminal history and employment history as a condition of employment. Candidates will be required to submit proof of education to Human Resources upon conditional job offer if qualifying with education.
Human Resources Contact Information:
Chrissy Hauge at
Email:
The City of Saint Paul encourages individuals to apply for positions regardless of criminal history.
Equal Employment Opportunity Statement: The City of Saint Paul is an equal opportunity/affirmative action employer. Veterans women persons of color members of the LGBTQIA community and individuals with disabilities are strongly encouraged to apply.
**Working Title:Executive Team Coordinator and Scheduler to the Mayor
**Official Title:Assistant to the Mayor I
Required Experience:
IC
Key Skills
- Employee Orientation
- Operational Risk Management
- Primavera
- Computer Skills
- Primavera P6
- Medical office experience
- Medical Terminology
- Schedule Management
- Production Planning
- Microsoft Project
- Medical Scheduling
- Phone Etiquette
