Scheduler to the Commissioner

City of New York; New York (NY); On-site; USD 46,838 - 73,012; Full time

Job summary

The City of New York is seeking a Scheduling Assistant to support the Commissioner’s Office in day-to-day operations, coordinating scheduling, information flow, and meeting preparation. The role collaborates with the Commissioner, Chief of Staff, Senior Advisor and internal/external stakeholders to ensure timely, organized communication and efficient prioritization.

Minimum qualifications include a bachelor’s degree with two years in community work or equivalent experience; or six years of

Qualifications

• Bachelor's degree or equivalent with two years of community work or related duties.
• Six years of related experience with a high school diploma or equivalent.
• Equivalent combination allowed with at least one year of the described experience.

Responsibilities

• Answer, screen, forward calls and schedule appointments.
• Prepare meeting agendas and collect briefings 24 hours in advance.
• Coordinate logistics for meetings and events for leadership.
• Manage travel vouchers and related documents.
• Track and manage incoming calls and messages for leadership.

Skills

Communication skills

Calendar management

Office administration

MS Office

Video conferencing

Fast-paced environment

Discretion and professionalism

Education

Bachelor's degree

High school diploma or equivalent

Tools

WebEx

Zoom

Microsoft Teams

Job description

The New York City Department of Youth and Community Development (DYCD) invests in a network of community-based organizations and programs to alleviate the effects of poverty and to provide opportunities for New Yorkers and communities to flourish.

DYCD is recruiting for a Scheduling Assistant to the Commissioner to support the day-to-day operations of the Commissioner’s Office and help ensure effective coordination of priorities, information, and activities across the agency.

The Scheduling Assistant will work closely with the Commissioner, the Chief of Staff and Senior Advisor to the Commissioner to support scheduling, information management, and preparation for meetings and engagements. The role serves as a key coordination point between the Commissioner’s Office, internal teams, and external stakeholders, helping to ensure that communication is timely, organized, and responsive.

Responsibilities

The Scheduling Assistant is a pivotal member of the executive team for the Commissioner of the Department of Youth and Community Development. Under the supervision of the Chief of Staff, the Scheduling Assistant is tasked with the following responsibilities:

Key Responsibilities

• Answering, screening, or forwarding calls, providing information, taking messages, or scheduling appointments.
• Determining the nature and purpose of meeting and directing or escorting visitors to specific destinations.
• Preparing meeting agendas and/or collecting briefings for upcoming meetings at least 24 hours in advance.
• Processing and preparing memos, correspondence, travel vouchers, or other documents.
• Monitoring and tracking the Commissioner’s incoming telephone calls, managing messages, and returning calls as requested.
• Optimizing scheduling to prevent double booking and resolving time conflicts for leadership and key personnel, managing meeting cancellations and notifications.
• Keeping driver updated on locations for meetings and ensuring their contact information is on the calendar.
• Coordinating logistics (space, setup, invitations, catering, transportation) for committee, board, and other meetings for the Commissioner and executive leadership.
• Partnering with the communications team to schedule radio and television press interviews for Commissioner and executive leadership.
• Serving as the primary point of contact for the Commissioner’s Office for internal and external communication.

Minimum Qualifications

• A baccalaureate degree from an accredited college and two years of experience in community work or community-centered activities in an area related to the duties described above; or
• High school graduation or equivalent and six years of experience in community work or community-centered activities in an area related to the duties described above; or
• Education and/or experience which is equivalent to “1” or “2” above. However, all candidates must have at least one year of experience as described in “1” above.

Preferred Skills

• Exceptional verbal and written communication skills
• Acute attention to detail and strong time management skills to handle multiple priorities simultaneously
• Advanced proficiency in calendar software
• Proven track record in office administration, scheduling or operations management
• Microsoft Office Suite, MS 365
• Various video conferencing software (WebEx, Zoom, Microsoft Teams, etc.)
• Ability to work in a fast-paced environment and respond to changing priorities
• Ability to remain composed and organized in dynamic or high-visibility settings
• High level of discretion and professionalism

Residency Requirement

New York City residency is generally required within 90 days of appointment. However, City Employees in certain titles who have worked for the City for 2 continuous years may also be eligible to reside in Nassau, Suffolk, Putnam, Westchester, Rockland, or Orange County. To determine if the residency requirement applies to you, please discuss with the agency representative at the time of interview.

Additional Information

The City of New York 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.

​$34.41 – $53.42