Secondary Scheduling and Advance Coordinator (Mayor's Office)
Detroit Staffing, Detroit, MI, United States
Secondary Scheduling And Advance Coordinator
This role assists the Mayor's Director of Scheduling and the Mayor's Director of Advance. Within the scheduling scope, coordinating and managing the Mayor's calendar and liaising with stakeholders around meeting requests, presenting scheduling asks to the Mayor with context and in a timely manner will be a core function.
Within the advance scope, arranging travel and event logistics and preparing briefing materials to adequately prepare brief and debrief the Mayor will be expected. The position ensures timely, accurate, and confidential handling of schedules and on-site logistics for official events, engagements, and day-of operations.
This is not a Civil Service Position. This is an Appointed at-will position, that serves at the pleasure of the Mayor's Office.
Examples Of Duties
Key Responsibilities:
Scheduling Support
Assist with preserving, updating, and coordinating complex calendars for the Mayor; schedule meetings, briefings, and public appearances with awareness of priorities, conflicts, and travel requirements.
Screen scheduling requests, determine feasibility, and route to appropriate staff for approval or adjustment.
Advance And Event Logistics
Plan and coordinate advance details for official events and trips, including venue selection, security coordination, transportation, accommodations, catering, signage, and materials.
Prepare comprehensive itineraries and briefing packets for officials, staff, and attendees; ensure all logistical elements are aligned with security and protocol requirements.
Travel Coordination
Arrange travel logistics (air, ground transportation, lodging, per diem) consistent with city policies; track itineraries, changes, and reimbursements.
Meeting And Materials Preparation
Create and distribute agendas, talking points, briefing books, and presentations; ensure staff are prepared with up-to-date information.
Compile and maintain meeting materials, travel documents, and event collateral; manage distribution to participants.
On-Site Support
Provide day-of-event coordination and on-site assistance; manage check-in, attendee rosters, escorting, and issue resolution as needed.
Meeting Coordination And Communication
Coordinate with departments, partners, and vendors to ensure timely responses to scheduling requests; maintain clear and proactive communication with stakeholders.
Update stakeholders on changes, delays, or updates to schedules and itineraries.
Documentation And Records
Maintain organized, secure records of schedules, travel, and advance materials; ensure compliance with privacy and public records requirements.
Administrative Support
Perform general office duties (filing, data entry, correspondence) as needed to support Mayor's Office operations.
Minimum Qualifications
Education
Required: High school diploma or equivalent.
Preferred: Associate degree or higher in Office Administration, Public Administration, Communications, or a related field.
Experience
Required: 4-10 years of administrative and scheduling support experience; experience supporting executives or public-sector staff is a plus.
Required: 4-10 years of event advance experience with executive principals.
Desired: Experience with calendar management, travel logistics, event planning, and working in a government or public-facing environment.
Supplemental Information
Knowledge, Skills and Abilities
Excellent organizational and time-management skills; ability to manage multiple priorities with precision.
Professional, discreet communication; strong written and verbal skills.
Proficiency with Microsoft Office (Outlook, Word, Excel) and familiarity with scheduling and travel booking tools; ability to quickly learn city-specific software.
Strong problem-solving abilities and a proactive approach to logistics and coordination.
Ability to handle confidential information with integrity and exercise sound judgment.
Customer-service orientation with a calm, professional demeanor when interacting with officials, staff, and the public.
Ability to work collaboratively across departments and with diverse stakeholders.
This role assists the Mayor's Director of Scheduling and the Mayor's Director of Advance. Within the scheduling scope, coordinating and managing the Mayor's calendar and liaising with stakeholders around meeting requests, presenting scheduling asks to the Mayor with context and in a timely manner will be a core function.
Within the advance scope, arranging travel and event logistics and preparing briefing materials to adequately prepare brief and debrief the Mayor will be expected. The position ensures timely, accurate, and confidential handling of schedules and on-site logistics for official events, engagements, and day-of operations.
This is not a Civil Service Position. This is an Appointed at-will position, that serves at the pleasure of the Mayor's Office.
Examples Of Duties
Key Responsibilities:
Scheduling Support
Assist with preserving, updating, and coordinating complex calendars for the Mayor; schedule meetings, briefings, and public appearances with awareness of priorities, conflicts, and travel requirements.
Screen scheduling requests, determine feasibility, and route to appropriate staff for approval or adjustment.
Advance And Event Logistics
Plan and coordinate advance details for official events and trips, including venue selection, security coordination, transportation, accommodations, catering, signage, and materials.
Prepare comprehensive itineraries and briefing packets for officials, staff, and attendees; ensure all logistical elements are aligned with security and protocol requirements.
Travel Coordination
Arrange travel logistics (air, ground transportation, lodging, per diem) consistent with city policies; track itineraries, changes, and reimbursements.
Meeting And Materials Preparation
Create and distribute agendas, talking points, briefing books, and presentations; ensure staff are prepared with up-to-date information.
Compile and maintain meeting materials, travel documents, and event collateral; manage distribution to participants.
On-Site Support
Provide day-of-event coordination and on-site assistance; manage check-in, attendee rosters, escorting, and issue resolution as needed.
Meeting Coordination And Communication
Coordinate with departments, partners, and vendors to ensure timely responses to scheduling requests; maintain clear and proactive communication with stakeholders.
Update stakeholders on changes, delays, or updates to schedules and itineraries.
Documentation And Records
Maintain organized, secure records of schedules, travel, and advance materials; ensure compliance with privacy and public records requirements.
Administrative Support
Perform general office duties (filing, data entry, correspondence) as needed to support Mayor's Office operations.
Minimum Qualifications
Education
Required: High school diploma or equivalent.
Preferred: Associate degree or higher in Office Administration, Public Administration, Communications, or a related field.
Experience
Required: 4-10 years of administrative and scheduling support experience; experience supporting executives or public-sector staff is a plus.
Required: 4-10 years of event advance experience with executive principals.
Desired: Experience with calendar management, travel logistics, event planning, and working in a government or public-facing environment.
Supplemental Information
Knowledge, Skills and Abilities
Excellent organizational and time-management skills; ability to manage multiple priorities with precision.
Professional, discreet communication; strong written and verbal skills.
Proficiency with Microsoft Office (Outlook, Word, Excel) and familiarity with scheduling and travel booking tools; ability to quickly learn city-specific software.
Strong problem-solving abilities and a proactive approach to logistics and coordination.
Ability to handle confidential information with integrity and exercise sound judgment.
Customer-service orientation with a calm, professional demeanor when interacting with officials, staff, and the public.
Ability to work collaboratively across departments and with diverse stakeholders.