Operations and Scheduling Director

The Scheduling & Operations Director, Office of the Founder/Co-CEO plays a critical role as the ultimate manager of the Chairman’s most valuable resource – his time.  The Scheduler is a highly organized and detail-oriented strategic thinker and problem solver with a high EQ. They understand the Chairman and CEO’s strategic priorities, personal preferences and working style and make thoughtful scheduling decisions to effectively manage and optimize his time. Working in close coordination with the Chief of Staff to the Chairman, the Scheduling & Operations Director understands and anticipates the Chairman’s needs, maintains a global view of both internal and the external landscape, and works proactively to identify and resolve potential issues and conflicts as they arise.  As a key liaison with internal and external stakeholders, the Scheduling & Operations Director is a reliable team player with strong instincts, sound judgement and tact. They ensure that all interactions they have on behalf of the Chairman are conducted with professionalism and an accommodating approach that is aligned with the values of the Chairman and the Firm. The incumbent is resourceful, diligent, flexible, and works with a sense of urgency, performing their duties with minimal instruction or oversight.

Core Duties & Responsibilities

Strategic Calendar Management

• Manages and maintains the Chairman’s schedule and daily agendas. Books and confirms all meetings, reservations, personal invitations and RSVPs, etc.
• Ensures the accuracy of the schedule, keeping it up-to-date and error free to reflect the most current information and understanding of how each day will unfold.
• Obtains all relevant background information on all invitations and meeting requests; ensures the appropriate level of detail is included on the calendar and in daily agendas.
• Conducts preliminary research on pending engagements and gathers input from internal stakeholders prior to making scheduling decisions.
• Coordinates with drivers, corporate flight crews, the Office of the Chairman and Ariel staff to avoid unnecessary logistical mishaps and ensure that the Chairman’s days unfold as smoothly and seamlessly as possible.
• Supports the Chief of Staff with long-term and strategic planning.

Travel Planning

• Handles travel planning, management and booking on behalf of the Chairman and traveling staff from the Office of the Chairman – including ground transportation, flights, hotel accommodations.
• Is proactive in identifying potential obstacles, conflicts and logistical hurdles, and works to resolve them quickly, with minimal instruction and oversight.

Center of Gravity

• Serves as the internal focal point for questions related to the Chairman’s schedule, availability and requests of his time.
• Communicates changes and other relevant developments and updates out to the Chairman and to the team in real time, as appropriate.
• Elevates matters requiring the immediate attention of the Chief of Staff when needed.

Qualifications

• Minimum of seven (7) years of professional experience supporting high-profile executives with calendar management, scheduling, travel arrangements, and meeting coordination.
• Must be highly organized and detail oriented, with a proven track record of delivering high-quality work.
• Superior written and verbal communications skills.
• Strong interpersonal skills. Knows how to manage up and build rapport with internal and external partners.
• Questions and challenges in a constructive way; presents unpopular ideas confidently.

• Reliable team player and collaborator who is willing to go above and beyond to ensure that tasks are completed.
• Follows through on commitments; does not turn away from challenging or difficult situations.
• Resourceful self-starter who maintains a sense of urgency, knows how to multi-task, triage and adjust on the fly. Able to determine priorities, make decisions, and work quickly without sacrificing accuracy or precision.
• Creative and strategic thinker and problem solver.

• Always demonstrates sound judgement and exercises discretion.
• Has a thick skin and a sense of humor.
• Ability to juggle multiple demanding deadlines, be “on call” 24/7 and is willing and able to work non-traditional hours, including weekends.
• Based in Chicago; ability to be in the office five days a week.
• Subscribes to the core values of Ariel Investments and our Chairman.

Mastery of Microsoft Office, specifically Outlook.