Executive Scheduler

Arizona Department of Administration • Phoenix, AZ

9d • Onsite

About The Position

The Executive Scheduler serves as the primary manager of the Secretary’s time, access, and daily execution, ensuring that every hour of the Secretary’s schedule advances the Office’s operational, policy, and public-facing priorities. This role is both operational and strategic—responsible not only for maintaining a complex calendar, but for prioritizing competing demands, sequencing high-stakes engagements, and ensuring the Secretary and Executive Team are fully prepared for every interaction. The Executive Scheduler operates at the center of the Office, coordinating closely with policy, communications, legislative, and operations teams, as well as managing outreach event appearance requests to ensure alignment between the Secretary’s schedule and the Office’s highest priorities. This is a high-trust, high-discretion role in a fast-paced political environment. The ideal candidate is proactive, highly organized, exercises excellent judgment, and thrives under pressure.

Requirements

• 3–5+ years of experience supporting senior executives, elected officials, or high-level leadership
• Demonstrated experience managing complex, high-volume calendars in a fast-paced environment
• Strong judgment and decision-making skills, particularly in prioritization and stakeholder management
• Exceptional organizational skills and attention to detail
• Excellent written and verbal communication skills
• Ability to manage multiple priorities under tight deadlines with professionalism and discretion
• High level of integrity and ability to handle sensitive and confidential information
• Driver’s License Requirements (if driving is an essential function)
• Must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify)

Nice To Haves

• Experience in a government, political, or public sector environment
• Experience supporting a principal with significant public, media, or stakeholder demands
• Familiarity with legislative, communications, or executive office operations

Responsibilities

• Own and manage the Secretary’s calendar as a strategic resource, ensuring alignment with policy, operational, and political priorities
• Evaluate and prioritize all scheduling requests, balancing internal needs, stakeholder access, media opportunities, and executive bandwidth
• Design daily and weekly schedules that maximize effectiveness, preparation time, and decision-making capacity
• Anticipate conflicts, bottlenecks, and risks; proactively adjust schedules to maintain continuity and effectiveness
• Decision‑oriented thinking and proactivity—working to resolve scheduling considerations and make informed recommendations rather than escalating. Building familiarity with recurring requestors, organizations, and stakeholders is an important part of this role
• Coordinate all aspects of executive meetings, including agendas, briefing materials, participants, and logistics
• Ensure the Secretary and Executive Team are fully prepared for all engagements through proactive coordination with internal teams
• Track action items and follow-ups across meetings; ensure timely completion and accountability
• Serve as a central coordination point across divisions to align scheduling with organizational priorities
• Serve as the primary gatekeeper for access to the Secretary
• Manage and triage high-volume scheduling requests from elected officials, stakeholders, constituents, and external partners
• Exercise sound judgment in granting, prioritizing, delegating, or declining requests while maintaining strong relationships
• Ensure all interactions reflect the professionalism and priorities of the Office.
• Manage frequent, real-time changes to the Secretary’s schedule in response to emerging issues, media demands, or operational needs
• Reprioritize and restructure schedules under tight timelines while maintaining continuity and stakeholder confidence
• Support crisis response coordination by ensuring leadership time is aligned with urgent priorities.
• Coordinate all executive travel, including flights, lodging, ground transportation, and detailed itineraries
• Ensure seamless execution of travel schedules, including contingency planning and real-time adjustments
• Maintain full compliance with state travel policies and oversee timely submission of reimbursements.
• Manage high-volume communications, including calls, emails, and correspondence, ensuring timely triage and response
• Draft and review official correspondence on behalf of the Secretary with a high degree of professionalism and accuracy
• Serve as the first point of contact for visitors, ensuring a professional and welcoming front office environment.
• Track key deliverables, commitments, and follow-ups tied to the Secretary’s schedule
• Maintain organized systems for documents, briefings, and scheduling materials
• Provide visibility to leadership on schedule-related priorities, risks, and constraints

Benefits

• Sick leave
• Vacation with 10 paid holidays per year
• Paid Parental Leave-Up to 12 weeks per year paid leave for newborn or newly placed foster/adopted child (pilot program).
• Health and dental insurance
• Retirement plan
• Life insurance and long-term disability insurance
• Optional employee benefits include short-term disability insurance, deferred compensation plans, and supplemental life insurance

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: No Education Listed