Executive Office Scheduler
hace 5 días
New York
Job Description Reports to: Senior Vice President and Chief of Staff Department: Office of the President and CEO Organization Summary: United Way of New York City (UWNYC) works with a coalition of trusted partners to unite community power with citywide possibility. Together, we meet today’s most urgent needs while building transformative solutions for tomorrow — striving for health, opportunity, and prosperity for every New Yorker in every neighborhood. Part of the United Way Worldwide system, one of the world’s most recognized charitable brands, we believe that New Yorkers deserve to thrive where they live and envision a future where all New Yorkers have the resources they need to live long, healthy lives in flourishing and resilient neighborhoods. We strive to model our values in all our relationships, both internal and external: Collaboration, Compassion, Integrity, Accountability, and Superior Performance. Position Overview: The Executive Office Scheduler maximizes the effectiveness and impact of senior leadership by managing strategic scheduling operations, coordinating engagements, supporting meeting preparedness, and tracking follow-through aligned with organizational priorities. This role oversees complex calendars, board-related scheduling, external engagement coordination, and logistics for the President & CEO and Executive Office team. The position requires exceptional judgment, confidentiality, relationship management, and a forward-thinking approach to planning in a fast-paced, mission-driven environment. Primary Responsibilities: Strategic Scheduling & Prioritization • Manage daily and long-range scheduling and calendar planning with alignment to organizational priorities., • Evaluate, prioritize, and coordinate meeting requests; offer alternative sequencing when necessary., • Demonstrate proactive judgment and strategic prioritization by anticipating scheduling needs, sequencing engagements, and aligning leadership time with organizational priorities., • Protect time for internal planning, strategic thinking, staff visibility, and partner engagement., • Incorporate opportunities for site visits, neighborhood convenings, and partner touchpoints that strengthen UWNYC’s place-based approach. Board & External Stakeholder Coordination • Coordinate scheduling with Board members, committee chairs, and related activities., • Serve as scheduling liaison with philanthropic partners, government offices, community stakeholders, and senior external organizations., • Draft or coordinate professional scheduling correspondence reflective of UWNYC voice and values., • Support coordination of meetings, events, and activities with our government and philanthropic partners that strengthen our place-based strategy and advance impact across New York City neighborhoods. Meeting Preparedness & Follow-Through • Collaborate with internal teams to secure agendas, talking points, briefing materials, and relevant context., • Track commitments and next steps arising from leadership meetings; ensure timely execution and communication., • Maintain systems for follow-up reminders, scheduling notes, and internal touchpoints., • Surface relevant community context, neighborhood priorities, and place-based considerations when preparing leadership for engagements. Operational & Event Support • Coordinate logistics for speaking engagements, site visits, travel arrangements, and internal convenings., • Support Executive Office operations and special projects as requested., • Monitor, flag, and communicate adjustments based on shifting internal priorities or partner needs., • Plan and support leadership participation in community events, neighborhood convenings, and activities with our government and philanthropic partners that strengthen our place-based strategy and advance impact across New York City neighborhoods. Skills, Knowledge, and Experience: • Bachelor’s degree in business administration, management, or related field preferred., • Minimum 7 years of experience supporting senior executives in scheduling, administration, or coordination., • Experience working with high-visibility stakeholders (e.g., funders, government offices, board members) preferred., • Proven ability to manage complex scheduling with accuracy and professionalism., • Exceptional written and verbal communication skills., • Proven ability to manage and understand time management needs for busy executives and ensures they are fully aware of their weekly and daily commitments., • Proficiency in Microsoft Office, Outlook, Teams/Zoom, and coordination tools., • Demonstrated discretion and commitment to confidentiality. Key Competencies • Strategic Prioritization, • Anticipatory Planning, • Discretion & Confidentiality, • Stakeholder Diplomacy, • Executive Communication, • Follow-Through & Accountability, • Adaptability & Composure, • Service Excellence, • Place-Based Awareness & Community Alignment Salary Range: • Job Title Salary Range, • The final determination of salary, within this range, will depend on the candidate’s education, skills and experience required for the position. Additional Requirements: • Successful completion of background check., • UWNYC is presently on a Hybrid/In-Person work schedule. United Way of NYC Core Competencies for All Staff • Mission Focused: Catalyze others’ commitment to the mission to create real social change that leads to better lives and healthier communities. This drives their performance and professional motivations., • Relationship-Oriented: Understands that people come before processes and is astute in cultivating and managing relationships toward a common goal., • Collaborator: Understands the roles and contributions of all sectors of the community and can mobilize resources (financial and human) through meaningful engagement., • Results Driven: Dedicated to shared and measurable goals for the common good: creating, resourcing, scaling and leveraging strategies and innovations for broad investment and impact., • Brand Steward: Steward of the brand and understands his/her role in growing and protecting the reputation and results of the greater network. United Way of New York City is an Equal Employment Opportunity Employer