SCHEDULER, REMOTE POSITION
We are seeking a highly organized, trustworthy, and professional virtual SCHEDULER to provide comprehensive appointment/call/meeting scheduling support to a Colorado based principal. This is a dynamic and demanding role requiring the Scheduler to have full ownership over the principal partner’s personal, business, political, and philanthropic commitments. The ideal candidate is available up to 50-60 hours/week, will work across multiple time zones when the principal is traveling, be flexible, and present a professional demeanor at all times when dealing with the principal’s network. Trust is non-negotiable, and the candidate must be communicative, honest, responsive, and able to listen.
The ideal candidate will have experience in complex calendar management and will act as a gatekeeper to the principal’s time and schedule, maximizing productivity in addition to protecting downtime and providing a buffer for a “break”. The candidate will manage the principal’s time in a mindful, intuitive and calm manner, approaching the work with a balanced and harmonious personality that aligns with the principal’s well-being.
This role is hybrid with most of the duties being conducted remotely, while always on the principal’s time zone. Quarterly travel to the Colorado office will be required for three-to-five-day periods. Candidate must be open and receptive to mindfulness training and meditation.
Responsibilities
- Calendar Management: Manage the principals complex and ever-changing calendars, scheduling internal and external meetings, appointments, and travel arrangements, optimizing efficiency and minimizing conflicts. Must always maintain the principal’s trust
- Communication Management:
- Maintain and monitor Signal encrypted chat group for scheduling discussions
- Maintain and monitor dedicated scheduler email account and enter all schedule requests into dedicated Google sheet document and log
- Maintain and monitor dedicated email accounts for principals personal and household calendar
- Use the app to send alerts and changes to the principal
- Use the app to communicate with key stakeholders regarding scheduling and logistic information
- Confidentiality/Trust: Maintain strict confidentiality of all sensitive information. Mindfully care for the relationship with the principal
- Gatekeeper: Act as a primary point of contact for the principal, filtering requests and ensuring efficient communication flow. Make sure the principal’s time is guarded and that time is scheduled for mindfulness and rest days
Qualifications
- Proficiency in Google Suite, Signal and Cabinet
- Proven experience as an Executive Assistant or Scheduler with a minimum of 10 years of experience in a similar role
- Communicate thoughtfully and clearly with all relevant parties, ensuring expectations are managed and no detail is overlooked
- Voracious reader able to complete an average size book in two weeks or
- Be adaptable and mindful when responding to last-minute changes, managing interruptions with grace and calm
- Foster a peaceful work environment by offering suggestions on time management to optimize daily workflows
- Handle sensitive information with discretion and respect for privacy
- Assist in planning time for self-care, breaks, and reflection within the executive’s schedule to promote health and mental clarity
- Ensure any travel or off-site commitments align with a mindful approach, factoring in downtime and relaxation
- Excellent written and verbal communication skills
- Highly organized with the ability to multitask and prioritize
- Positive attitude, proactive approach, and the ability to work collaboratively as part of a team
- Ability to work independently and proactively, anticipating needs and taking initiative
- Strong problem-solving skills and the ability to handle complex situations with discretion and diplomacy
- High level of professionalism, integrity, and confidentiality
- Experience managing complex scheduling and calendar management
- Willingness to deepen their mindfulness and practice mediation; a personal commitment to mindfulness practices is preferred
- A bachelor’s degree is preferred, but relevant experience may be considered in lieu of a degree
Location: Hybrid/Remote with quarterly travel to the Colorado-based office between 3-5 days or up to 2 weeks depending upon the principal’s needs (advance notice will be provided). The principal is an avid international traveler and travel to the Caribbean or Overseas
Rate: $85K+(DOE)
Schedule: Monday through Friday, with flexibility on weekends with emergencies
Employment is contingent upon passing a background check and agency’s ability to verify professional references