Scheduling Manager (Administrative Assistant to the County Executive), Grade N24

Montgomery County (MD); Rockville (MD); On-site; USD 80,000 - 121,000; Full time

Benefits offered by this job

Benefits

Job summary

Montgomery County (MD) seeks an experienced Scheduling Manager (Administrative Assistant to the County Executive) to manage the County Executive's time and calendar in a fast-paced, high-profile environment. You will evaluate requests, prioritize based on policy agenda, and coordinate communications with departments, officials, and residents.

The role requires seven years of progressive administrative secretarial work, including three years as Senior Executive Administrative Aide or equivalent,

Qualifications

• Extensive seven years of progressive administrative secretarial work.
• Three years of which must have been in a Senior Executive Administrative Aide capacity or its equivalent.
• Completion of high school or High School Diploma recognized in the State of Maryland.
• An equivalent combination of education or experience may be substituted.

Responsibilities

• Manages the County Executive's daily and long-range schedule, evaluating requests and accepting/declining on the Executive's behalf.
• Ensures timely determination and response to scheduling requests and tracks status for reporting to senior staff.
• Plans and coordinates meetings, appearances, events, and travel, confirming details with hosts and departments.
• Serves as liaison between the County Executive, Council members, departments, and the public; protects confidentiality.
• Develops workflow processes for scheduling and liaison functions and oversees scheduling staff.

Skills

Scheduling

Calendar management

Executive liaison

Education

High School Diploma

Job description

Please Note

The salary range above represents this position's earning potential. The anticipated hiring range for this position will be $80,070 - $120,594, based on the candidate's qualifications and experience.

THIS IS A MERIT TERM POSITION (WITH BENEFITS)

THE TERM ENDS December 31, 2030. THE TERM MAY BE EXTENDED AN ADDITIONAL 4 YEARS FROM January 1, 2031, AND EXPIRES December 31, 2034.

WHO WE ARE

The County Executive oversees the enforcement of all applicable laws and policies and provides overall vision and direction to all executive branch departments. The County Executive also develops policies; proposes plans, programs, budgets, and legislation to the County Council; adopts Executive Orders and Regulations and appoints residents to boards, committees, and commissions.

WHO WE ARE LOOKING FOR

The Office of the County Executive is seeking an experienced professional, executive Scheduling Manager (Administrative Assistant to the County Executive) to manage the County Executive's time and calendar in a fast-paced, high-profile environment. This is executive-level administrative work requiring a broad knowledge of the County Government's programs and operations or the ability to acquire it rapidly.

The employee works directly with and takes direction and assignment from the County Executive on a daily basis. The employee independently evaluates all requests for the County Executive's time, determines priority based on the Executive's policy agenda and the significance of the issue, and commits or declines the Executive's participation. The employee is responsible for ensuring that the County Executive's schedule reflects the priorities of the administration. The position serves as a liaison between the County Executive and Council members, other elected officials, department and agency directors, community organizations, and residents, and directs the scheduling function for the Office of the County Executive.

Duties include, but are not limited to

• Manages the County Executive's daily and long-range schedule. Receives and evaluates all requests for the Executive's time, determines priority, obtains input from senior staff as needed, and accepts or declines on the Executive's behalf. Initiates requests without consulting the County Executive based on knowledge of the Executive's priorities and the significance of the issue.
• Ensures that every request for the County Executive's time receives a timely determination and response. Establishes response standards for the scheduling function, tracks all pending requests, and reports on status to the Chief Administrative Officer and Special Assistants to the County Executive.
• Allocates the County Executive's time in alignment with the administration's priorities. Plans the long-range calendar around the budget cycle, the legislative session, the Council calendar, and major community events, and identifies and resolves conflicts before they occur.
• Maintains current knowledge of the issues the County Executive considers critical through regular meetings with the County Executive, the Chief Administrative Officer, Special Assistants, and members of the Senior Management Team. Applies that knowledge in making scheduling determinations and in deciding when to interrupt the County Executive for urgent matters.
• Independently resolves scheduling conflicts and sensitive problems and restructures the schedule on short notice when priorities or circumstances change.
• Ensures the County Executive is prepared for each meeting and event. Gathers agendas, data, and background materials from Executive Office staff, departments, and outside organizations, and prepares briefing materials that include the purpose of the meeting, the participants and their organizations, the action requested of the Executive, and other relevant information, allowing sufficient time for review.
• Plans and coordinates all arrangements for the County Executive's meetings, public appearances, press conferences, events, and travel. Confirms participants, program, location and travel time with departments, event hosts, and Executive Office staff, and follows through to ensure all details are complete.
• Serves as liaison between the County Executive and the Senior Management Team, department and agency directors, Council members, State and Federal officials, senior management in the private sector, community representatives, and the public. Ensures that confidential, complex, and sensitive matters are attended to.
• Develops and implements workflow processes, procedures, and tracking systems for the scheduling and liaison functions of the Office of the County Executive.
• Oversees the work of the scheduling assistant, assigns, reviews, and coordinates the work of other administrative staff who support scheduling.
• Drafts, edits, and reviews correspondence and other documents for the County Executive. Receives, investigates, and responds to inquiries from residents and organizations regarding requests for the County Executive's time.
• Establishes and maintains complex, sensitive, and confidential files and records for the Office of the County Executive in accordance with County records requirements.
• Performs related duties as required.

Experience

Extensive seven (7) years experience in progressively responsible administrative secretarial work, three (3) years of which must have been in a Senior Executive Administrative Aide capacity or its equivalent.

Education

Completion of high school or High School Certificate of completion recognized in the State of Maryland.

Equivalency

An equivalent combination of education or experience may be substituted.

Preference for interviews will be given to applicants with experience in the following:

• Experience managing the schedule of a senior executive with authority to accept and decline requests on the principal's behalf.
• Experience planning a long-range calendar around a variety of factors, such as budget and public engagement cycles.
• Experience preparing briefing materials for a senior executive.
• Experience leading or coordinating the work of other administrative staff.
• Knowledge of Montgomery County Government, its communities, and its civic and community organizations.