Deputy Director of Scheduling

Position SummaryThe Deputy Director of Scheduling supports the Director of Scheduling in managing the Mayor's daily and long-term calendar. This role ensures efficient time management, prioritization of engagements, and alignment of the Mayor’s schedule with strategic priorities. The Deputy Director works closely with internal and external stakeholders to coordinate events, meetings, and appearances, ensuring seamless execution and responsiveness.Essential FunctionsCalendar Management:Assist in managing the Mayor’s calendar, ensuring meetings and events align with the Mayor’s goals and priorities.Coordinate scheduling requests, assessing urgency and relevance.Identify and resolve conflicts, recommending adjustments to optimize the Mayor’s time.Event Coordination:Work with internal teams, community organizations, and external stakeholders to organize and confirm logistics for the Mayor’s 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 promptly to the Director of Scheduling and other relevant team members.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 Mayor’s impact.Provide insights and recommendations to the Director of Scheduling to ensure strategic alignment of engagements.Required Competencies, Knowledge, Skills, and AbilitiesKnowledge:Understanding of municipal government structures, processes, and functions, including the role of the Mayor’s 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 aligned 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 Mayor’s schedule, ensuring optimal productivity and impact.Willingness to work evenings and weekends and respond promptly to urgent needs demonstrates high dedication to the role.