Executive Assistant & Scheduler

Executive Assistant & Scheduler
Full-Time | On-Site | Competitive Salary + Benefits

A high-profile statewide office is seeking a highly organized, proactive, and discreet Executive Assistant & Scheduler to support senior leadership in managing daily operations, statewide engagements, and public responsibilities. This role requires exceptional judgment, strong communication skills, and the ability to thrive in a fast-paced, high-visibility environment.

Key Responsibilities

Scheduling & Coordination

• Manage, evaluate, and prioritize all scheduling requests for senior leadership across administrative, legislative, ceremonial, and statewide commitments.

• Coordinate internal and external meetings, public appearances, media engagements, and travel, ensuring all required background materials are prepared in advance.

• Work closely with Communications and Policy staff to ensure briefing materials, talking points, and event information are ready for each scheduled engagement.

• Include relevant security and staff personnel on meeting notices and provide timely updates to all parties.

• Prepare detailed daily and weekly schedules and distribute meeting notices.

• Serve as the primary point of contact for scheduling inquiries from agencies, legislators, organizations, constituents, and internal staff.

• Anticipate conflicts, identify strategic alternatives, and ensure the schedule aligns with office priorities.

Executive Administrative Support

• Provide direct administrative support, including managing correspondence, calls, documents, and follow-up items.

• Monitor the office’s central email inbox, triage inquiries, and disseminate or respond appropriately.

• Draft letters, acknowledgments, and official correspondence; coordinate with Communications or Policy staff when subject matter requires.

• Track phone calls, constituent inquiries, and follow-up actions to ensure timely responses.

• Maintain strict confidentiality regarding sensitive discussions, constituent matters, legislative considerations, and personnel topics.

Office & Stakeholder Coordination

• Support daily front-office operations and facilitate workflow among staff, agencies, and external partners.

• Represent the office in interactions with legislators, agency leaders, stakeholders, and constituents with professionalism and courtesy.

• Assist with special projects, statewide initiatives, and events as needed.

• Perform additional duties to support the mission and responsibilities of the office.

Qualifications

Required:

• Bachelor’s degree in public administration, political science, communications, business, or a related field; or equivalent relevant experience.

• Minimum of 3 years of executive-level administrative or scheduling experience, ideally within government, public service, or political environments.

• Exceptional organizational and time-management skills with the ability to manage competing priorities.

• Strong written and verbal communication skills.

• High level of professionalism, judgment, and discretion.

• Proficiency in Microsoft Office Suite, Google Workspace, and virtual meeting platforms.

Preferred:

• Experience supporting senior executive leadership or elected officials.

• Understanding of state government operations, legislative processes, and stakeholder engagement.

• Experience handling confidential or politically sensitive information.

• Strong interpersonal skills and the ability to engage with high-level officials and the public.

• Team-oriented, adaptable, calm under pressure, and solution-driven.

• Self-starter with strong initiative and the ability to work independently.