Briefing Process Coordination

• Serves as the day-to-day point of contact for briefing logistics

• Maintain briefing trackers, shared folders, templates, and workflow systems

• Send reminders, monitor deadlines, and keep contributors accountable

• Escalates missing content, risks, or inconsistencies to the Deputy Director of Principal Operations

Scheduling Intake, Triage, & Coordination

• Supports the Principal Operations and Scheduling team by focusing on the front-end of scheduling operations by managing inbound requests, tracking statuses, and coordinating responses

• Draft decline communications, identify surrogate opportunities, and route requests appropriately

• Assist with confirmations, logistics, and alignment between calendar activity and briefing materials

Mayor Support Backup

• 
  Serves as a backup to the Deputy Director of Principal Operations' Special Assistant to the Mayor for direct support when needed, including:

• Assisting with staffing logistics

• Helping to ensure the Mayor is on time, prepared, and fully supported for meetings and engagements

• Assisting with real-time logistics, movement, and problem-solving during events or high-priority meetings

• Providing calm, dependable, on-the-ground support to ensure smooth execution of the Mayor’s day

Correspondence Program Support

• Leads the implementation of a Mayor’s Office correspondence program in coordination with senior staff and communications, including:

• Drafting and maintaining form letters and templates for constituent responses on key policy and city topics

• Coordinating inputs from policy, legal, and communications teams

• Tracking usage, updates, and consistency of across outgoing responses

• Helps ensure constituent communications are timely, accurate, and aligned with administration priorities and tone

Administrative & Operational Support

• Printing and assembling materials

• Maintaining trackers, systems, and shared documents

• Light note-taking and follow-up documentation, as needed

• Provides backup support across the Principal Operations team during high-volume periods

What You’ll Bring

We are seeking a candidate who is highly organized, emotionally intelligent, and motivated to grow in a fast-paced, mission-driven environment. The ideal candidate brings sound judgment, strong attention to detail, a collaborative mindset, and the ability to adapt quickly while supporting high-profile work with professionalism and care.

We are looking for candidates that demonstrate experience with the following knowledge, skills and abilities:

Communication & Writing Skills

• Strong written communication skills, including the ability to draft clear, professional, and audience-appropriate correspondence, briefing materials, and internal communications

• Ability to synthesize information quickly and translate complex topics into concise, actionable summaries

• Strong verbal communication skills with the ability to interact professionally with senior leaders, staff, community members, and external stakeholders

Operational Excellence & Execution

• Exceptional attention to detail with the ability to consistently produce accurate, polished, and high-quality work products

• Strong organizational and time-management skills, with the ability to manage multiple priorities and meet competing deadlines

• Ability to build, maintain, and improve systems, workflows, and administrative processes that increase efficiency and accountability

• Proven ability to manage logistics involving multiple stakeholders, shifting priorities, and tight timelines

• Strong proficiency in Microsoft Office Suite and the ability to quickly learn new systems, tools, and technology platforms

Judgment, Maturity & Critical Thinking

• Emotional maturity and professionalism, especially when operating in high-pressure, fast-moving, or politically sensitive environments

• Sound judgment and discretion when handling confidential information or navigating sensitive situations

• Strong critical thinking skills with the ability to assess issues, anticipate needs, identify risks, and recommend practical solutions

• Ability to remain calm, steady, and solutions-oriented when priorities shift unexpectedly

Adaptability, Growth Mindset & Drive

• Adaptable and resilient, with the ability to thrive in an environment where schedules, priorities, and needs can change quickly

• Quick learner who can absorb new information rapidly and apply it effectively

• Self-starter with ambition, initiative, and a strong desire to take ownership and grow professionally

• Positive, team-first attitude with a willingness to jump in wherever needed to support the mission of the Mayor’s Office

Required Minimum Qualifications

• Education requirement: Bachelor's Degree.

• Experience Requirement: Three (3) years of experience administering business operations or operational programs and/or assisting professional/management staff with administrative or operational functions.

• Education/Experience Equivalency: One (1) year of the appropriate type and level of experience may be substituted for each required year of post-high school education. Additional appropriate education may be substituted for the minimum experience requirements.

• Licensure/Certification: None