Executive Office Scheduler

United Way of New York City•New York, NY

6d•Hybrid

About The Position

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.

Requirements

Bachelor’s degree in business administration, management, or related field preferred.
Minimum 7 years of experience supporting senior executives in scheduling, administration, or coordination.
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.

Nice To Haves

Experience working with high-visibility stakeholders (e.g., funders, government offices, board members) preferred.

Responsibilities

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.
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.
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.
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.