Executive Scheduling & Advance Coordinator

Primacy Strategy Group

Saint Paul (MN)

On-site

USD 55,000 - 75,000

Full time

8 days ago

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Benefits offered by this job

401(k)

Health Insurance

Dental Insurance

Vision Insurance

Life Insurance / Long Term Disability

Holidays / PTO

Job summary

Primacy Strategy Group in Saint Paul, MN is seeking an Executive Scheduling & Advance Coordinator to support the firm's leadership and operations at its headquarters.

The role coordinates scheduling, travel, advance planning, and meeting preparation while handling confidential information and collaborating with senior leaders, staff, clients, and policymakers nationwide.

Qualifications

Bachelor's degree preferred; 1–3 years in advance work, scheduling, executive support, or related field.
Experience supporting senior executives, public affairs professionals, elected officials, campaigns, associations, or consulting firms is preferred.
Strong written, verbal, and interpersonal communication skills.
Excellent organizational and time-management abilities; detail-oriented.

Responsibilities

Manage day-to-day and long-range scheduling for the CEO, senior staff, clients, and external partners.
Prepare polished weekly advance materials and event background information for the CEO and principals.
Coordinate advance planning and logistics for executive travel and events.
Track and manage incoming correspondence and requests from clients, partners, and officials.
Plan and coordinate executive travel, including flights, accommodations, and transportation.
Manage travel vendor relationships and loyalty accounts.
Support CRM system and export/import contact data.
Track client reimbursable expenses and project reporting requirements.
Collaborate with Deputy Chief of Staff to ensure coordinated meetings and events.
Handle select personal scheduling and confidential information for the CEO.

Skills

Organizational skills

Communication skills

Time management

Attention to detail

Discretion

Professional demeanor

Policy/government affairs knowledge

Project management

Education

Bachelor's degree

Tools

Salesforce

Campaign Monitor

Microsoft Teams

Zoom

SharePoint

Google Workspace

Microsoft Office

Job description

Executive Scheduling & Advance Coordinator

Primacy Strategy Group (PSG) & Synergetic Endeavors is seeking a highly motivated and detail-oriented Executive Scheduling & Advance Coordinator to support the firm's executive leadership and operational functions at our corporate headquarters in Saint Paul, Minnesota.

Position Overview

This role serves as a central point of coordination and communication for firm leadership, staff, clients, and strategic partners. The Executive Scheduling & Advance Coordinator will manage complex scheduling, executive travel, advance planning, meeting preparation, and day-to-day operational logistics that support the firm's business objectives and client engagements throughout the country.

The ideal candidate is a highly organized communicator who is proactive, resourceful, adaptable, and comfortable operating in a fast-paced business and political environment where priorities are dynamic. This individual must exercise sound judgment, maintain strict confidentiality, anticipate needs before they arise, and consistently deliver exceptional support to senior leadership.

About Primacy Strategy Group and Synergetic Endeavors

Primacy Strategy Group (PSG) is a Twin Cities-based consulting firm specializing in public affairs, government relations, and strategic communications. With offices in Saint Paul, Minnesota; Bismarck, North Dakota; and Washington, D.C., and a lobbying presence in all 50 states, PSG has established a strong record of success delivering substantive results nationwide.

Our clients include Fortune 500 companies, federal and state agencies, municipalities, nonprofit organizations, and businesses in the commercial, industrial, and healthcare sectors.

Working in close partnership with PSG, Synergetic Endeavors (SE), its sister company has earned a national reputation for delivering exceptional service in business development, national convention planning, event creation and management, association management, coalition building, grassroots and grasstops engagement, fundraising, public relations, and government affairs.

Together, PSG and SE provide strategic counsel, operational precision, and measurable results to clients across the country.

Key Responsibilities

Manage complex day-to-day and long-range scheduling and calendar coordination for the CEO, senior staff, clients, and external partners.
Prepare polished weekly advance materials and event background information for the CEO, client principals, and other firm leaders while ensuring compliance with firm formatting and branding standards.
Coordinate advance planning and logistics for executive travel, conferences, client meetings, events, and multi-stop domestic travel involving high-profile clients, stakeholders, and elected officials.
Track and assist senior staff with drafting and managing incoming correspondence, communications, and requests from clients, partners, elected officials, and external stakeholders.
Plan and coordinate executive and staff travel, including flights, accommodations, transportation, itineraries, and related logistics.
Manage travel vendor relationships, rewards programs, loyalty accounts, and related benefits.
Be a part of the staff team that manages the firm's Customer Relationship Management (CRM) system and contact databases.
Track client reimbursable expenses, budgets, and other project-related administrative reporting requirements.
Partner closely with the Deputy Chief of Staff and firm leadership to ensure meetings, events, travel, and client engagements are properly coordinated, staffed, and supported.
Manage select personal scheduling, travel, appointments, and administrative matters for the CEO as assigned.
Handle confidential executive, client, personnel, financial, and business information with discretion and professionalism.
Support additional executive, operational, and administrative initiatives as needed to advance firm priorities.

Skills and Qualifications

Advanced proficiency in Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
Experience with Salesforce, Campaign Monitor, or similar CRM and marketing platforms preferred.
Exceptional organizational and time-management skills, with the ability to manage multiple competing priorities.
Strong attention to detail and problem-solving abilities.
Excellent written, verbal, and interpersonal communication skills.
Knowledge of office administration systems and procedures.
Proficiency with virtual meeting and collaboration platforms, including Microsoft Teams, Zoom, SharePoint, and Google Workspace.
Working knowledge of standard office technology and equipment.
Professional demeanor and the ability to interact effectively with executives, clients, elected officials, and external stakeholders.
Knowledge of elected officials and key policymakers at the local, state, and federal levels preferred.
Ability to work a rigorous schedule, including evenings and occasional weekends.
Ability to remain composed and effective in a fast-paced, deadline-driven environment.
Valid driver's license and access to reliable transportation.

Education & Experience

Bachelor's degree preferred.
One to three years of experience in advance work, scheduling, executive support, office administration, operations, project management, client services, government affairs, public affairs, political operations, or a related field.
Experience supporting senior executives, public affairs professionals, elected officials, campaigns, associations, or consulting firms is preferred.

Compensation & Benefits

Job Type: Full-Time

Location: In-Office | Saint Paul, MN 55114

Benefits Include: