This site uses cookies. To find out more, see our Cookies Policy

Scheduling Coordinator to the President and CEO in Houston, TX at BakerRipley

Date Posted: 4/15/2018

Job Snapshot

Job Description

The Support Services division at BakerRipley works in partnership with all agency divisions to maintain, operate and deliver services that help keep our region a place of opportunity for all.  

 JOB SUMMARY:

The Scheduling Coordinator will serve as one of the point persons for the President and CEO, as well as the Office of the President. This position requires close coordination and communication with both the CEO and key leadership members. In addition, this individual is required to work successfully with representatives from various communities, organizations, and neighborhoods with respect to the diverse populations and cultures it serves and seeks to serve, under the direction of the Sr. Executive Assistant to the President, the Office of the President and its key members. The Scheduling Coordinator will provide support to the Sr. Executive Assistant and to the President and CEO, including but not limited to handling all scheduling, travel logistics, meeting preparation, and meeting follow up, as well as providing appropriate team support when needed.

CORE DUTIES AND RESPONSIBILITIES:

  • Under direct supervision of the Sr. Executive Assistant, Chief of Staff and Organizational Development Officer, the Scheduling Coordinator works to provide effective logistical, and administrative support to the Office of the President
  • This position will report directly to the Sr. Executive Assistant to the President and CEO
  • Provides administrative support to Sr. Executive Assistant to ensure effective and efficient operations of the Office of the President, relieving the President and CEO, as well as the CoS of routine matters through appropriate action
  • Participate in and attend meetings as necessary and/or serve as a key representative when appointed
  • Prepare the daily schedule for the President and CEO, and other Executives as needed
  • Prepare detailed itineraries, including important numbers, locations and contact names
  • Make reservations for the President and CEO air travel, ground transportation, and lodging
  • Submit vouchers for travel and expense reimbursement
  • Prepare monthly projected schedules for the Office of the President
  • Schedule all staff meetings and briefings involving the President and CEO
  • Coordinate scheduling of press, interviews, radio and television tie with the Sr. Executive Assistant and CoS
  • Brief the Sr. Executive Assistant on all scheduling activities and requests from internal and external audiences
  • Review the President and CEO’s mail and invitations
  • Respond to all invitations, either by written correspondence or by personal telephone call
  • Maintain files of invitations that have been declined, accepted, or that are tentative/pending
  • Monitor incoming telephone calls, takes messages, and returns calls as requested
  • Place outgoing calls and maintains a record of calls
  • Maintain files, including notes, correspondence, and all information relating to travel
  • Accept performance-based criticism and direction
  • Meet attendance requirements as established by the Office of the President
  • Work a flexible schedule, including long hours, nights and weekends
  • Participate in agency event series
  • This role will operate as key administrative support to the President and CEO
  • This job description is not an all-inclusive list of functions and tasks; Job functions may be added, deleted, or modified without prior verbal or written notification

Job Requirements

MINIMUM EDUCATION:

Associate's degree in Applied Business, with an emphasis in office administration coursework

YEARS OF EXPERIENCE:

5-7years of experience in supporting C-level executives; Alternatively, 5-8 years of related work experience

COMPUTER PROFICIENCY:

Proficiency in Microsoft Office

LANGUAGE REQUIREMENTS:

Bilingual in Spanish Preferred

SKILLS:

  • Effective logistical, organizational and filing skills
  • Strict attention to detail, thorough
  • Ability to deal with confidential and sensitive matters in a professional manner
  • Present a professional image and high level of ethics, integrity, discretion and confidentiality in all dealings
  • Has an understanding and motivation for the importance of managing multiple competing priorities
  • Poise and calm under pressure, and the ability to integrate seamlessly in communication flows are all paramount
  • Ability to communicate with E-Suite and Board-Level Executives
  • Ability to integrate within a diverse team and exhibit exceptional collaborative skills
  • Thorough knowledge of office administration, policies, practices, and procedures
  • Proficient in Word Processing and Microsoft Office Suite
  • Exemplary verbal and written communication skills
  • Temperament to communicate with a variety of personalities in a tactful, pleasant and professional manner
  • Creative thinking skills and a strong commitment to social service
  • Strong telephone etiquette
  • Thorough knowledge of office equipment and machines