Executive Scheduler

INTRO TO POSITION

NPR is seeking a highly skilled and detail-oriented Executive Scheduler to manage the complex calendar and scheduling needs of our CEO.  This role is vital in supporting the CEO by managing their day-to-day calendar, ensuring efficient coordination of various meetings, appointments, and events.  

Attention to detail, excellent communication and ability to manage multiple tasks simultaneously will be key in supporting the CEO’s daily operations and maximizing their productivity.  Success in this role will contribute significantly to the smooth operation of the Office of the CEO. 

RESPONSIBILITIESCalendar Management

• Manage and maintain CEO’s calendar; scheduling and coordinating meetings, appointments, and events 
• Prioritize and adjust schedules based on the CEO priorities, ensuring optimal time management
• Support CEO by prioritizing tasks through strategic inbox administration, including message prioritization, response management and coordinating tasks identified through email communications
• Adapt quickly to changing priorities and last-minute schedule adjustments
• Resolve scheduling conflicts proactively
• Serve as primary point of contact for all scheduling requests, maintaining effective communication and relationships with internal staff
• Maintain accurate and up to date records of the CEO schedules and appointments

Administrative

• Coordinate logistics for meetings, including preparing agendas, booking meeting rooms, arranging catering and setting up conference rooms
• Arrange air travel, hotels, and other transportation and travel needs for domestic and international travel; prepare travel documents for CEO
• Review and reconcile expense receipts and invoices; prepare and process expense reports to ensure accuracy, compliance, and proper categorization
• Manage logistics for internal and external meetings, events, conferences, and presentations 
• Facilitate communication between CEO and other executives and staff, as well as with a broad range of external stakeholders
• Manage and prioritize incoming correspondence, ensuring prompt responses
• Handle confidential and sensitive information with the highest level of discretion

The above duties and responsibilities are not an exhaustive list of required responsibilities, duties and skills. Other duties may be assigned, and this job description can be modified at any time.

QUALIFICATIONSEDUCATION REQUIREMENT

Bachelor's degree or equivalent in work experience

REQUIRED SKILLS

• Minimum of 5 years of experience as an Executive Assistant or Scheduler, preferably in corporate and  high demand environments
• Proven experience in managing complex calendars
• Advanced proficiency in calendar management tools and scheduling software 
• Demonstrated ability to build trust, maintain relationships, and handle confidential information with discretion 
• Demonstrated ability to manage and optimize the schedules of senior executives, ensuring alignment with business priorities and personal preferences
• Ability to prioritize simultaneous assignments in a fast-paced, deadline-driven environment

KEY COMPETENCIES

• Proactive: Anticipates CEO needs and takes initiative to address.
• Communication: Communicates clearly, effectively and professionally with all levels of the organization, as well as with a wide-range of external stakeholders.
• Attention to detail: Ensures accuracy in all aspects of office operations, including scheduling, calendar management, and documentation.

WORK LOCATION

On-site: This is an on-site role based in Washington, DC.

JOB TYPE

• This is a full time, non exempt position.

COMPENSATION

Hourly Rate: The U.S. based anticipated hourly rate for this opportunity is $42.30 - $51.44 per hour. The range displayed reflects the minimum and maximum hourly rate NPR expects to provide for new hires for the position across all US locations.

Benefits: NPR offers access to comprehensive benefits for employees and dependents. Regular, full-time employees scheduled to work 30 hours or more per week are eligible to enroll in NPR’s benefits options. Benefits include access to health and wellness, paid time off, and financial well-being. Plan options include medical, dental, vision, life/ accidental death and dismemberment, long-term disability, short-term disability, and voluntary retirement savings to all eligible NPR employees. 

Does this sound like you? If so, we want to hear from you.

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