Executive Scheduler

Clay Today; Fort Worth (TX); On-site; USD 55,000 - 75,000; Full time

Job summary

Texas Christian University is seeking an Executive Scheduler to provide comprehensive administrative support to the Chancellor, focusing on calendar management and travel logistics, and collaborating with the executive engagement team.

The role requires strong attention to detail, discretion, and excellent communication; duties include drafting briefing materials, coordinating travel, managing signature requests, and assisting with events and meetings.

Qualifications

• High school diploma or GED equivalent.
• 3+ years professional experience supporting an executive and project management.
• Bachelor's degree preferred.

Responsibilities

• Serve as the primary point of contact for scheduling and day-to-day coordination.
• Schedule the Chancellor's appointments and maintain the calendar with high attention to detail.
• Coordinate travel and logistical arrangements and itineraries.
• Collaborate with the Executive Engagement team and Office staff.
• Prepare briefing documents with logistical information for the EA and Deputy Chief of Staff.
• Manage signature requests for the Chancellor.
• Provide class support for the Chancellor.
• Support gifting and correspondence as needed.
• Assist with meeting preparation, printouts, packets, room setup, and catering as needed.
• Print and proofread internal and external documents; coordinate with departments on priorities.
• Represent the Office of the Chancellor with professionalism and discretion.
• Perform additional related duties as assigned.

Skills

Customer service

Nonprofit experience

Communication skills

Process improvement

Representing organization

Education

High school diploma or GED

Bachelor's degree

Job description

Executive Scheduler

Texas Christian University

Job Summary:

The Executive Scheduler is responsible for providing comprehensive operational and administrative support that ensures the smooth day-to-day functioning of the Chancellor's activities. The role serves as the Chancellor's primary administrative support for complex calendar scheduling and logistics, while working collaboratively with the executive engagement team for daily event and meeting preparation. Responsibilities include coordinating the Chancellor's travel and logistical arrangements; managing signature requests, classroom support as needed; correspondence/gift support; assisting with meeting preparation; and providing general administrative and operational support to ensure the effectiveness of the Chancellor. This position is a key member of the Office of the Chancellor, working collaboratively with the Executive Assistant to the Chancellor and other members of the Office of the Chancellor team. Strong attention to detail, collaboration and organization skills are essential to the role.

Duties & Essential Job Functions:

1. Serves as the primary point of contact for the Chancellor's logistical and scheduling support and day-to-day coordination of activities.
2. Responsible for scheduling the Chancellor's appointments and maintaining the Chancellor's calendar with a strong attention to detail and organization.
3. Coordinates the Chancellor's travel and logistical arrangements, including preparing the Chancellor's travel itinerary.
4. Collaborates closely with the Deputy Chief of Staff for Executive Engagement, Executive Assistant to the Chancellor, Assistant to the First Lady and other Office of the Chancellor team members.
5. As meetings and events are scheduled, prepares draft briefing documents with logistical information for the EA to the Chancellor and Deputy Chief of Staff for Executive Engagement to complete and finalize.
6. Manages signature requests for the Chancellor.
7. Provides support for the Chancellor's class as needed.
8. Provides support for gifting and correspondence as needed.
9. Supports meeting preparation, i.e. printing, packets, room set up, food/beverage facilitation, and/or greeting visitors.
10. Performs other related duties as assigned including printing and proofreading internal and external documents, as well as collaborating with various departments to carry out the Chancellor's and university's strategic priorities.
11. Represents the Office of the Chancellor with internal and external stakeholders with professionalism, discretion and a commitment to the university's core values of integrity, engagement, community and excellence.
12. Performs other related duties as assigned.

Required Education & Experience:

• High school diploma or GED equivalent.
• 3+ years professional experience in supporting an executive and project management.

Preferred Education & Experience:

• Bachelor's degree

Required Licensure/Certification/Specialized Training:

• None

Preferred Licensure, Certification, and/or Specialized Training:

• None

Knowledge, Skills & Abilities:

• Knowledge of customer service techniques.
• Skill in working with nonprofits, business, government, and boards.
• Ability to effectively represent TCU in a variety of settings.
• Ability to articulate the future of the University and its programs through spoken and written communication.
• Ability to be accessible and responsive to the ideas of others.
• Ability to recommend improvements in procedures.

TCU Core Competencies:

University Core Competencies definitions may be found on the Human Resources website and in the staff performance management system.

Physical Requirements (With or Without Accommodations):

• Visual acuity to read information from computer screens, forms and other printed materials and information.
• Able to speak (enunciate) clearly in conversation and general communication.
• Hearing ability for verbal communication/conversation/responses via telephone, telephone systems, and face-to-face interactions.
• Manual dexterity for typing, writing, standing and reaching, flexibility, body movement for bending, crouching, walking, kneeling and prolonged sitting.
• Lifting and moving objects and equipment up to 10 lbs.

Work Environment:

• Work is indoors and sedentary and is subject to schedule changes and/or variable work hours.
• This role is an on campus, in-person position.
• There are no harmful environmental conditions present for this job.
• The noise level in this work environment is usually moderate.

Employment Values Statement:

Texas Christian University values Integrity, Engagement, Community, and Excellence in the workplace. TCU treats applicants and employees with fairness and respect. TCU hires and promotes individuals based on their qualifications and their commitment to making a positive impact on our student-centered community. TCU is an equal opportunity employer and follows all applicable employment laws. TCU fairly considers all qualified individuals, ensuring we are a workplace free from unlawful discrimination and harassment.