Scheduler & Office Operations Coordinator

A New York City Council member, representing District 4 , is seeking an enthusiastic and highly organized Scheduler & Office Operations Coordinator. The individual will oversee the Council Member’s daily and long-term schedule, field meeting requests, and support office operations as needed, to ensure the Council Member’s time reflects office priorities.

KEY RESPONSIBILITIES:

Executive Assistant:

• Provide day-to-day executive assistance to the Council Member, including managing her correspondence and email inbox, keeping her on schedule, and tracking follow-up items from meetings and routing them to the appropriate staff.
• Prepare the Member for each engagement by assembling and maintaining the weekly briefing binder, writing briefing memos that cover attendees, background, key issues and talking points, and compiling relevant legislation and prior meeting notes.

Scheduling:

• Manage the Council Member's daily and forward calendar, including meetings, site visits, hearings, events and occasional travel, while reviewing incoming requests, maintaining holds and RSVPs, and confirming logistics with outside parties.
• Prepare a daily schedule each evening with locations, contacts, timing and materials, handle last-minute changes with professionalism, and coordinate with the Chief of Staff and the legislative and communications teams so the calendar reflects office priorities.

Office Operations Coordination:

• Manage the district office's day-to-day operations, including triaging the general inbox, voicemail and mail, ensuring phones are answered from 9 a.m. to 5 p.m., and maintaining shared calendars, filing systems, contact lists, and productivity and task management systems in coordination with the Chief of Staff.
• Order office supplies before stock runs low, track non-personnel (OTPS) spending, coordinate with building management, vendors and IT on equipment and facility needs, and lead by example in keeping the office, kitchen and common areas clean and professional.
• Oversee weekly staff meeting agendas in coordination with the Council Member and team, provide hands-on logistical support to the Community Liaison team for public-facing events, from identifying venues to stakeholder outreach, and support the Chief of Staff with office procedures and additional administrative projects as needed.

QUALIFICATIONS:

• Experience as an executive assistant, scheduler, office manager, or in a similar administrative role; experience in a government, political, or nonprofit office a plus.
• Exceptional organizational skills and attention to detail, with the ability to juggle competing priorities and deadlines in a fast-paced environment.
• Strong writing skills, including the ability to produce clear, concise briefing memos on short notice.
• Sound judgment, discretion, responsiveness, and professionalism in handling confidential information and high-profile contacts.
• Excellent interpersonal and communication skills; comfortable working with elected officials, agency staff, and community leaders from diverse backgrounds.
• Proficiency with Microsoft Office (Word, Excel, Outlook) and calendar management tools.
• Familiarity with NYC government, City agencies, and the District 4 community preferred.

ADDITIONAL INFORMATION:

New York City residency is required within 90 days of appointment.

For eligible employees, health, dental and vision insurance coverage are offered upon hire. Retirement plans, deferred compensation plans, group life insurance, paid time off and paid holidays, training resources, health & fitness reimbursement and wellness programs are also available.

The New York City Council makes reasonable accommodation for applicants and employees with disabilities. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact EEOOfficer@council.nyc.gov.

HOW TO APPLY:

Qualified candidates should forward their cover letter indicating your match to the stated job requirements and your resume to:

E-MAIL: D04Jobs@council.nyc.gov

MAIL: New York City Council

Attn: Personnel Services/Recruiting (S&OO)

250 Broadway, 26th Floor

New York, New York 10007

FAX: 12124014711

While we sincerely appreciate all applications, only those candidates selected for an interview will be contacted.

The New York City Council is an inclusive equal opportunity employer committed to recruiting and retaining a diverse workforce and providing a work environment that is free from discrimination and harassment based upon any legally protected status or protected characteristic, including but not limited to an individual's sex, race, color, ethnicity, national origin, age, religion, disability, sexual orientation, veteran status, gender identity, or pregnancy.

Pay: $59,000.00 - $64,000.00 per year

Work Location: In person

Benefits:

Salary : $59,000 - $64,000