Scheduler to the CEO

Location: Washington, DC
Date Posted: 05-19-2017
Position Summary
At The Menkiti Group, Keller Williams Capital Properties and its family of companies, we are dedicated to the mission of transforming lives, careers, and communities through real estate. If you are someone who is driven to excel and who wants to make a difference in the world, we invite you to explore a career opportunity with us.
We are seeking a highly motivated Scheduler to directly support the Company’s C Suite. This role serves as mission control and is the crux of coordination between the CEO and Founder of Menkiti Group and of Keller Williams Capital Properties (Principal). This position plays a critical role in the organization as the first point of contact for stakeholders and requires a highly detail-orientated individual who can represent the Company in the most professional manner.  The ideal candidate thrives when confronted with complex puzzles and excels at balancing many competing demands in a fast-paced environment while maintaining close attention to detail and a positive attitude. The Scheduler must be tenacious in follow-up and information gathering, and be comfortable with speaking to both internal and external stakeholders.

Oversee and manage the Principal’s complex schedules, coordinating and confirming meetings and appointments, handling logistics (restaurant reservations, conference room reservations, travel directions, etc.).

Reschedule meetings or appointments, as needed, to prioritize external communications needing focus and attention of the Principals; use discretion to divert matters better directed to another department or staff member.

Handle travel arrangements for Principals (transportation, hotels, reimbursement documentation).

Collaborate with additional staff members to develop background briefings for the Principal for key meetings and help ensure other Senior Leadership are aware of and prepared for meetings.

Coordinate Executive Team scheduling with the support staff assigned to Executive Team members as needed.

Communicate key information regarding Principal’s schedule and needs to staff. Maintain corporate-wide annual calendar.

Provide guidance to Executive Team members on scheduling matters that require feedback from the Principals.

Duties and Responsibilities

  • Coordinate schedule requests of CEO and Managing Partner to create synergies and create a holistic approach to the C Suite’s time management.
  • Confirm receipt of all scheduling related emails.
  • Follow-up on all scheduling requests within 24-48 hours.
  • Copy the Chief of Staff on all scheduling-related communications.
  • Add/update contact information in Principals’ Outlook contacts
  • Maintain Excel workbook or similar tracker with schedule of communications, outstanding appointments, scheduled appointments, and events.
  • Weekly meetings with Chief of Staff and other key team members to review appointments.
  • Weekly meetings with Principals to review appointments.
  • Maintain corporate wide calendar.
  • Coordinate events on local, regional and national level and allocate resources as appropriate

Job Qualifications

We are seeking an individual comfortable in a critical support role where the primary function is scheduling, administrative support, and external communications. This position requires a highly detailed individual who is flexible, possesses a can-do attitude, maintains the utmost discretion and has the ability to multi-task in a small but fast growing organization

  • At least 3-5 years of professional experience working with C-Suite management team with highly demanding schedules.
  • Excellent organizational, written and verbal communication, decision-making and judgment skills.
  • Demonstrated proactive approaches to problem-solving and the ability to connect activities to larger organizational goals.
  • Must be an especially astute listener and you pick up subtle cues that others may miss.
  • Diplomatic, firm, gentle, and even pushy when you need to be to accomplish the goal.
  • Proficient with MS Office, especially with composing memos, letters and PowerPoint Presentations.
  • Must be able to work independently as well as be able to collaborate in a team environment.
  • Extremely organized, self-disciplined and professional in demeanor.
  • Bachelor’s Degree and Advanced study in Business or corresponding work experience.
Top candidates will be highly motivated, passionate about the growth of the company and the success of the Principals and have the capacity to keep up with their intense schedules and energy. One must have a ready-to-roll-up-your-sleeves attitude and work hard for significant results.  The ideal candidate will be committed to follow up and follow through, and be able to maintain structure in a fast-paced environment, the flexibility to integrate seamlessly into diverse communication flows, and the capacity to effectively prioritize. A commitment to quality, composure under pressure, and a positive outlook are paramount.
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