Scheduling Assistant

City of New York•New York City, NY

10h

About The Position

The Office of the Bronx Borough President is responsible for advocating for the entire borough, its residents, and its best interest within local and state government. The responsibilities of the Borough President vary, from directly communicating with the Mayor and City Council on budget priorities and reviewing major land use decisions to appointing members to community boards and other City-based panels and acting as a liaison between residents and city agencies regarding numerous concerns. The scheduler is a pivotal member of the executive team for the Bronx Borough President. It is important to consider how the scheduling staff will work cooperatively and strategically with other staff. The number of scheduling staff will depend on the volume of work and the roles they must play. The workload will be heaviest when the legislature is in session. Under the supervision of the Director of Operations, the scheduler is tasked with the following responsibilities:

Requirements

High school graduation or equivalent and three years of experience in community work or community centered activities in an area related to duties described above; or
Education and/or experience which is equivalent to "1" above.

Responsibilities

Accurately enter event information received via email, mail, flyers, or text messages into the office schedule.
Follow up with event organizers to gather detailed information including best arrival times, the BP’s role, event contacts, and any other relevant details to ensure successful visits.
Update the schedule promptly, especially for events occurring within 1–2 days, ensuring accuracy and timeliness.
Monitor emails and other communications for schedule updates and make real-time adjustments remotely when necessary.
Determine nature and purpose of visit, and direct or escort them to specific destinations.
Communicate with organizers regarding the BP’s attendance status.
Determine appropriate staff to assign to events based on relevance to departmental units or roles.
Communicate necessary changes to staff and drivers efficiently.
Gather all day-of-event contact information and additional details needed for successful visits.
Maintain close communication with office staff and the director regarding any schedule changes, particularly on the day of events.
Prepare and/or collect briefings or run-of-show documents for upcoming events at least 24 hours in advance.
File and maintain records.
Collect, sort, distribute, or prepare mail, messages, or courier deliveries.
Schedulers also manage cancelations and cancellation notifications.