Scheduler and Office Manager

The New York City Council is seeking a highly organized, detail-oriented, and proactive Scheduler & Office Manager to oversee executive scheduling, office operations, and administrative coordination in a fast-paced legislative and community-facing environment. This role serves as a key operational and logistical partner to the Deputy Speaker and senior staff. The ideal candidate is calm under pressure, solutions-oriented, politically aware, and able to manage multiple competing priorities with professionalism and discretion. The Scheduler & Office Manager will manage the Deputy Speaker’s calendar, coordinate meetings and events, support day-to-day office operations, and ensure staff, stakeholders, and external partners remain aligned on scheduling and logistical needs.

KEY RESPONSIBILITIES:

• Manage and maintain the Deputy Speaker’s daily and long-term calendar across Council, district, political, personal, and community responsibilities.
• Review, process, prioritize, and track incoming meeting and event requests.
• Coordinate meetings, hearings, site visits, media engagements, community events, stakeholder briefings, and public appearances.
• Prepare and distribute schedules, briefing materials, logistical memos, and event notes.
• Track confirmations, regrets, cancellations, and proxy assignments.
• Handle confidential and sensitive information with professionalism.
• Monitor communications and make real-time calendar adjustments as needed.
• Coordinate closely with staff regarding logistical updates and changes.
• Support travel coordination and troubleshooting as necessary.
• Assist with front office responsibilities, including answering phones and greeting visitors.
• Support general administrative functions and timely follow-up on meetings and action items.

Event Coordination & External Communication

• Serve as a primary point of contact for organizers, agencies, community groups, constituents, and external stakeholders.
• Gather and confirm event logistics, speaking roles, run of show, and on-site contacts.
• Communicate attendance decisions clearly and professionally.
• Assist with planning and execution of hearings, roundtables, and special events.
• Maintain professional communication with constituents, agencies, and elected officials.

Internal Coordination & Office Operations

• Work closely with senior staff to align scheduling decisions with office priorities.
• Coordinate staff event coverage and maintain visibility across calendars.
• Communicate schedule changes and assignments in a timely and organized manner.
• Track workflows, deadlines, reporting, and operational needs.
• Help maintain systems for scheduling, event tracking, and office organization.
• Support onboarding, administrative coordination, office organization, and supply management.

Meeting & Event Preparation

• Ensure calendar entries include accurate notes, logistics, contacts, and briefing details.
• Prepare or collect briefings, run-of-show documents, talking points, and background materials.
• Flag scheduling conflicts, gaps, and high-priority opportunities.

QUALIFICATIONS:

• Exceptional organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities in a high-volume, fast-paced environment.
• Strong judgment, discretion, and professionalism.
• Strong interpersonal and relationship-management skills.
• Ability to anticipate needs and respond effectively in rapidly changing environments.
• Ability to respond quickly and professionally in time-sensitive or rapidly evolving situations.
• Interest in public service and New York City government.
• Prior experience in scheduling, executive support, office operations, government, political operations, nonprofit management, or related fields.
• Familiarity with NYC government and political operations.
• Experience using Google Workspace, Microsoft Office, calendar systems, and project management tools.
• Strong problem-solving skills and ability to navigate last-minute changes calmly and effectively.
• Extremely detail-oriented, responsive, calm under pressure and adaptable in rapidly changing environments.

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 accommodations 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 [email protected].

HOW TO APPLY:

Qualified candidates should forward a resume and cover letter to :

E-MAIL: [email protected]

MAIL: New York City Council

Attn: Personnel Services/Recruiting (SOM)

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: $60,000.00 - $65,000.00 per year

Work Location: In person