Scheduler to the General Manager and CEO

Job Description

Marketing Statement:

The Washington Metropolitan Area Transit Authority (WMATA) is seeking a highly organized, detail-oriented, and discreet professional to serve as Scheduler to the General Manager/CEO. This trusted role is central to the daily operations and strategic priorities of the Authority¿s top executive.

As Scheduler, you will be the gatekeeper and coordinator for the General Manager¿s time¿balancing complex demands, aligning high-level priorities, and ensuring seamless execution of internal and external engagements. You will work closely with senior leadership, key stakeholders, and external partners to maintain an efficient and responsive executive calendar.

Key responsibilities include:

• Managing and optimizing the General Manager¿s daily and long-term calendar
• Coordinating briefings, meetings, and travel logistics
• Anticipating scheduling conflicts and proactively resolving them
• Supporting the Executive Office with timely and accurate communication flow
  
  

The ideal candidate brings experience supporting senior executives, exceptional communication and interpersonal skills, and the ability to operate with the highest level of professionalism and confidentiality.

If you¿re passionate about public service, thrive under pressure, and excel in executive-level support, this is your opportunity to play a critical role in the leadership of America's transit system.

Minimum Qualifications

Education

• Bachelor degree in Public Administration, Business Administration, Political Science, Communications, or a related field.
• In lieu of a Bachelor's degree, a high school diploma and four (4) year of executive-level administrative support, in addition to the experience stated below will be considered.
  

Experience

• Minimum of five (5) years of experience providing scheduling or executive-level support, ideally in a public agency, corporate executive office, or government environment.
• Experience managing a high-profile executive calendar with complex and competing priorities.
  
  

Certification/Licensure

• N/A
  
  

Preferred

• N/A
  
  

Medical Group

Satisfactorily complete the medical examination for this position, if required. The incumbent must be able to perform the essential functions of this position either with or without reasonable accommodations.

Job Summary

The Scheduler to the General Manager and CEO serves as a pivotal member of the executive support team at the Washington Metropolitan Area Transit Authority (WMATA). The incumbent manages, prioritizes, and coordinates the day-to-day and long-term scheduling needs of the General Manager and CEO. The Scheduler ensures optimal time management, coordination of internal and external meetings, and alignment of strategic priorities across the organization and with key stakeholders.

Essential Functions

• Executive Scheduling & Calendar Management
• Develops and maintains a complex and dynamic calendar for the GM/CEO, managing both long-term planning and last-minute changes with discretion and efficiency.
• Schedules meetings, appointments, public appearances, and travel with attention to organizational priorities, time constraints, and political sensitivities.
• Works closely with internal departments and external stakeholders to coordinate logistics and ensure timely briefings, agendas, and meeting materials are prepared in advance.
• Ensures the GM/CEO is well-informed about upcoming meetings and events.
• Anticipates what might happen during any given day and communicate time-sensitive changes.
• Strategic Prioritization & Coordination
• Assess and prioritize incoming scheduling requests, balancing the GM/CEO's availability with organizational goals and strategic initiatives.
• Proactively identifies and resolves scheduling conflicts or overlaps, ensuring maximum efficiency and effectiveness of the GM/CEO's time.
• Communication & Liaison Duties
• Communicates professionally and clearly on behalf of the GM/CEO with internal staff, Board members, elected officials, agency partners, and the public regarding time commitment and scheduling.
• Collaborates with other members of the executive office team to ensure seamless support of the GM/CEO as it relates to optimizing time commitments and scheduling logistics.
• Maintains confidentiality and discretion in all interactions and communications.
• Travel & Event Coordination
• Arranges detailed travel itineraries for local, regional, national, and international travel, including transportation, lodging, and agenda coordination.
• Coordinates CEO participation in events, conferences, public meetings, and media appearances, including all required preparation and follow-up.
• Administrative Support & Documentation
• Maintains accurate records of scheduling commitments, meeting requests, and decisions, using scheduling software and tools.
• Assists in preparing daily and weekly briefings for the GM/CEO, in collaboration with relevant departments.
• Handles phone calls, emails, and messages related to scheduling.
• Contributes to the continuous improvement of executive support processes and tools.
  

Other Functions

• Maintains and promotes awareness and accountability with safety policies and procedures while performing job functions. Promotes a positive safety culture and encourages reporting of safety concerns consistent with our Agency Safety Plan, other regulatory requirements within the Safety Management System and just culture principles.
  
  

The functions listed are not intended to limit specific duties and responsibilities of any particular position. Nor is it intended to limit in any way the right of managers and supervisors to assign, direct and control the work of employees under their supervision.

Other Functions

Consideration will be given to applicants whose resumes demonstrate the required education and experience. Applicants should include all relevant education and work experience.

Evaluation criteria may include one or more of the following:

• Skills and/or behavioral assessment
• Skills and/or behavioral assessment
• Verification of education and experience (including certifications and licenses)
• Criminal Background Check (a criminal conviction is not an automatic bar to employment)
• Medical examination including a drug and alcohol screening (for safety sensitive positions)
• Review of a current motor vehicle report
  
  

Closing

WMATA is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, status as a protected veteran, or any other status protected by applicable federal law.

This posting is an announcement of a vacant position under recruitment. It is not intended to replace the official job description. Job descriptions are available upon confirmation of an interview.