This is a Part-Time, non Benefit eligible position; up to 30 hours per week at a rate of pay of $30.00 hourly with an ending date of June 28, 2024

Performs various and diverse administrative duties related to scheduling, events, and promoting the Mayor’s Office initiatives. Performs duties related to leading and executing clear communications and scheduling strategies. Essential duties include getting to know the people, politics, and priorities of the Administration to be able to vet and prioritize requests of the Mayor’s time. Scheduling and Advance are often in the difficult position of having to tell people “no” and they must be able to deliver that response with diplomacy while keeping relationships intact. Be a problem-solver who, regardless of the challenges, identifies and presents solutions that align with preferences and priorities. Ability to understand the critical points the Principal should know and if lacking the knowledge possessing the ability to locate the subject matter expert who has the answers. Plan, execute, and monitor communication for related projects to meet requirements. 

MAJOR DUTIES AND RESPONSIBILITIES
List the essential job duties that are specific to the position. These are typical responsibilities for this position and should not be construed as exclusive or all-inclusive.  

Plan, coordinate, and manage the Mayor's daily schedule, ensuring efficiency and effectiveness in all activities.   
 

Conduct advance work for upcoming events, including site visits, logistics planning, and coordination with event organizers.
 

Prepare briefing materials, talking points, and other relevant documents to support the Mayor's engagements.
 

Coordinate with security detail and transportation services to ensure the Mayor's safety and timely arrival at all scheduled events.
 
Performs various and diverse administrative and/or project duties depending on specific Signature events and initiative assignments, reporting to the Executive Director of Scheduling and Advance
 

Manage scheduling software and tools to maintain accurate and up-to-date calendars for the Mayor and key staff members.
 

Liaise with internal and external stakeholders to schedule meetings, events, and appointments for the Mayor.
   
Engages in briefings to attain the necessary knowledge which allows the incumbent to contribute to the work being produced by the organizational unit to which assigned.
 

Attends project team briefings as necessary to understand the needs and vision for the scope of work. May perform other duties in addition to administrative/program and stakeholder assignments.

  
Knowledge, Skills, And Abilities
Excellent planning, organizational, and presentation skills. 
 

Experience or skill in managing time to complete tasks quickly and efficiently.
 

Comprehensive knowledge of business principles and equity-based inclusive practices. 
 

Proven ability to establish and maintain effective working relationships within and outside the City, with public and private partners, employees, and the general public.
 

Ability to build partnerships with stakeholders internally and external to the organization and at the local, county, state, and federal levels.
 

Ability to recognize where the organization is and where the organization needs to go to ensure future success.
 

Ability to listen, communicate effectively, and speak persuasively with individuals, groups, and stakeholders.
 

Ability to make decisions that are fair and impartial.
 

Microsoft Office skills. 
 

Excellent leadership skills and experience providing direction to individuals in fast-paced environments. 
 

Effective communication skills, exchanging and understanding information, verbally or in writing.
 

Ability to quickly assimilate new information into a work process to achieve the desired objective outcome. 
 

Ability to independently collect information needed and transpose it into a finished product.
 

Ability to organize workload, processes, or physical objects and spaces.
 

Experience supervising personnel in a professional setting.
 

Skills or experience related to project coordination. Project coordination generally focuses more on day-to-day tasks and less on high-level planning, scheduling, or budgeting.

Bachelor’s degree in Business Administration, Human Resources, Public Administration, or related discipline
Eight to ten years of previous experience supporting a C-Suite level Executive in community outreach, local government, or related environment that includes education, public relations, event management, or an equivalent combination of training, experience, or education.

Preferred Requirements (separate from minimum requirements and not required to qualify for the job)
Professional experience may be prioritized for substitution for the required degree on an exception basis.
Experience in project management or municipal government preferred. 
 

Special Requirements 
Institutional knowledge of public, private, educational, and creative stakeholders’ needs and community impact goals.