Executive Scheduler to CEO

Executive Scheduler - Job Description     
                                                                         
Position Summary
This position summary describes a role for an Executive Scheduler within a Private Family Office. The candidate would primarily support a former Chairman and CEO of a Fortune 500 company, engaging with high-level executives and contributing to the efficiency of the office's operations. The family office is involved in policy work, bipartisan political ventures, and charitable initiatives, with a mission centered around making a positive global impact.

Responsibilities
The Executive Scheduler role primarily focuses on daily calendar management for the CEO, ensuring that the most sensitive matters are prioritized efficiently. The candidate will collaborate closely with the chief of staff, financial manager, travel coordinator, and personal assistant to ensure seamless operations. Frequent communication and interaction with senior executives, board members, and government agencies. Demonstrating initiative, critical thinking, and independent decision-making in handling tasks.

The Executive Scheduler role operates primarily during regular business hours (8-5), with the expectation of an hour or two a week of after-hours and weekend check-ins. The principal will generate a lot of emails over the weekend-review of them prior to Monday is helpful but not required. What is essential is the tiny % that is highlighted as important/urgent be attended to, and those must be looked at first thing Monday and in certain situations addressed immediately. The position averages 45 hours per week and follows a hybrid work model, requiring time to split between the Cherry Creek office, the Cherry Hills home office, and a virtual home office. Daily in-person check-in calls with the CEO are expected to ensure seamless communication and coordination. Weekly financial reports are sent to the financial assistant regarding all scheduling expenses. Being a valued member of the team is essential.

The schedule is always changing and evolving and requires creativity, brainstorming and communication to have it flow flawlessly. The calendar must always be up to date. Updating the Scheduling Queue (with casual ranking and priority rankings).  Keeping track of all the times that have been offered while waiting for the other party to respond.  Understanding of the weekly, biweekly, and monthly recurring meetings and communication with the CEO if a high-priority meeting is needed and there is no room on the schedule.

This hybrid structure offers flexibility while maintaining strong communication and interaction with the executive and team.

HIGH FLEXIBILITY/HIGH AVAILABILITY
Desired Professional Experience

• Experience with scheduling a complex, ever-changing multifaceted calendar
• Computer skills to include Microsoft Outlook, Excel, PowerPoint/iPhone knowledge
• Be able to work independently
• Be a results-driven achiever with excellent organizational skills, an exceptional listener, and have good communication skills
• Ability to exercise discretion and judgment in handling confidential/proprietary information
• Anticipate the needs of the executive and execute accordingly
• Ability to multi-task and adapt to constantly changing schedules
• Ability to adapt to a fast-paced and operate with a high sense of urgency when needed
• Have the stamina, drive, and perseverance to handle pressure well
• Ability to show and demonstrate on a consistent basis professionalism, poise, and flexibility in the work environment when there are frequent interruptions, conflicting priorities, and varying workloads
• The ideal candidate will be friendly, outgoing and always have a professional demeanor

• Gathering documents to prepare for meetings
• Keep executive informed of priorities and deadlines
• Manage information flow in a timely and accurate manner with continuous follow-up
• Anticipate what might happen during any given day and communicate time-sensitive changes
• Act as the point of contact among external partners and maintain a high level of professionalism and positive image
• Some personal work is required – arrange for lunch, possible errands/meetings in person
• Maintain the executive’s digital file storage and email archives
• Provide support in preparation for and in-person at events hosted by executive