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Scheduler & Special Assistant
4 months ago
Overview: The Office of State Senator James Skoufis seeks a highly motivated, organized, and detail-oriented Scheduler & Special Assistant to provide hands-on management of the Senator’s calendar, ongoing positive communication with a wide variety of stakeholders, drafting of correspondence, and execution of special projects. The Scheduler will report to the Director of Operations, and will work closely with the Chief of Staff, while supporting various department needs. Candidates must be highly dependable and organized, and possess strong verbal and written communication skills. The right fit for this position is someone who performs calmly under pressure and thrives in work environments that require self-direction.
1-3 years of experience in scheduling, administration, or project management required. Existing familiarity with Orange County communities and with state government are a plus. Access to a personal vehicle is required. Some evening and weekend event attendance is required.
How to Apply: Interested candidates should submit a cover letter, resume with three references, and three writing samples to fuentes@nysenate.gov no later than Wednesday, June 5, 2024 with the subject line: Scheduler & Special Assistant.
General Requirements + Responsibilities:
- Managing the Senator’s schedule, creating entries for meetings, events, conferences, and other appearances, gather relevant details and preparatory material, and ensuring adequate staffing and travel.
- Reviewing incoming meeting requests and invitations via phone, mail, and email, and collecting helpful background information to effectively relay requests to the Senator.
- Interfacing with the Senator and the Chief of Staff regularly to discuss requests, confirm appointments, and troubleshoot scheduling conflicts.
- Ensuring smooth and efficient operations by assigning meetings and events to appropriate staff members as needed, and preparing the Senator and staff with critical information to inform their attendance.
- Developing a familiarity with key stakeholders, as well as the Senator’s preferences and legislative priorities, to effectively respond to invitations while being mindful of the Senator’s workload.
- RSVPing in a timely and concise manner, coordinating arrival details with event hosts, and gathering names of event honorees.
- Organizing, generating, and distributing proclamations, awards, certificates, and other formal recognitions from the Senator.
- Preparing correspondence for constituents, municipal leaders, agencies, and other stakeholders.
- Planning and executing special projects in coordination with other members of the operations team, including specialty mailings, the creation and execution of new office-hosted events, and more.
- Researching local community calendars to recommend event attendance, and staying abreast of local news to recommend honorees.
- Attending meetings with the Senator, taking notes, and conducting follow-up where appropriate.
- Attending and supporting office-hosted and community events as needed.
- Preferred software familiarity: Google Suite (Sheets, Docs, Forms), Microsoft Suite
