Scheduler
3 weeks ago
SUMMARY:
The Scheduler maintains the official schedule for staff and Board, travel plans, and related records. This position also acts as a liaison for the NPA staff with members, prospective members, public and Congressional/State Legislative offices
ESSENTIAL JOB FUNCTIONS:
o Prepares the daily schedule for the staff and distributes copies to the Washington, D.C. office;
o Prepares detailed itineraries for the CEO and board, including important numbers, locations and contact names;
o Prepares monthly projected schedules for the staff;
o Briefs the staff on all scheduling activities and requests of the NPA office;
o Schedules all staff meetings and briefings involving the staff;
o Coordinates scheduling of press, interviews, radio and television time with the PR team;
o Coordinates photo opportunities with constituents;
o Makes reservations for the Staff's air travel, ground transportation, and lodging;
o Submits vouchers for travel and expense reimbursement to the staff member responsible for submitting office bills for payment;
o Reviews the CEO's mail and invitations;
o Responds to all invitations, either by written correspondence or by personal telephone call;
o Maintains files of invitations that have been declined, accepted, or that are tentative/pending;
o Ensures that the CEO and senior staff is provided with briefing materials for each event by coordinating with event participants and the appropriate legislative and/or district staff;
o Monitors the CEO's incoming telephone calls, takes messages, and returns calls as requested;
o Places outgoing calls for the CEO and maintains a record of calls;
o Maintains the CEO's files, including notes, correspondence, and all information relating to travel;
o Acts as a liaison for constituents and other individuals when they visit the DC office;
o Acts as a liaison between the CEO and association members, committee staff, White House, and government offices and agencies to arrange for the CEO's attendance at meetings or to coordinate travel plans;
o Maintains a good working relationship with the CEO, staff and constituents;
o Coordinates Job applications;
o Accepts performance-based criticism and direction;
o Meets attendance requirements as established by the office;
o Works well under pressure and handles stress;
o Works a flexible schedule including long hours, nights, and weekends; and
o Performs other duties as assigned.
EDUCATION/EXPERIENCE:
Associate degree in applied business with an executive secretary major is preferred with least two years of office experience. At least one year working in a congressional office is beneficial; Experience making travel reservations and arrangements. Alternatively, three to five years of related work experience.
SKILLS AND KNOWLEDGE REQUIRED:
o Strong telephone skills;
o Strong oral and written communication skills;
o Ability to exercise discretion and independent judgment with respect to prioritization of and recommendations on appointments;
o Proficiency in word processing;
o Types a minimum rate of 60 words per minute;
o Strong organizational and filing skills;
o Thoroughness and careful attention to detail;
o Ability to perform essential job functions above;
o Ability to work cooperatively and courteously with others;
o Temperament to communicate with a variety of personalities in a tactful, pleasant, and professional manner;
o Thorough knowledge of office administration, policies, practices, and procedures;
o Thorough knowledge of office computer applications;
o Thorough knowledge of office equipment & machines; and
o Thorough proficiency in word processing and keyboarding;
WORKING CONDITIONS:
o Work is mainly performed in an office environment. Noise levels are usually moderate; and
o Ability to work in a small work station without an expectation of privacy.
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