Scheduler/ Executive Assistant

Scheduler/ Executive Assistant

Southern California Democrat is seeking an organized, detail-oriented individual to serve in the position of Scheduler/Executive Assistant in a fast-paced and highly collaborative Capitol Hill office. Primary responsibilities will include maintaining the Member of Congress’ official schedule, travel plans, and related

records. In addition, the scheduler/executive keeps the Member of Congress and staff informed of any changes in the schedule throughout the day via phone, text message and emails (immediately); prepares and sends detailed itineraries for the Member of Congress and staff, including important numbers,

locations and contact names; and briefs the Member of Congress on all scheduling activities and requests of the Washington, D.C. and district offices through weekly scheduling meetings; coordinates scheduling of media interviews, radio and television appearances with the Press Secretary in D.C and the Press

Secretary in CA.

 

This is not an entry-level position. Candidates should have at least two years of experience, excellent oral and written communication skills, great attention to detail, strong time management skills, an ability to work under pressure to meet tight deadlines, and a sense of humor.

Fluency in Spanish is a benefit but not required. California ties are preferred, but not required. Please send applications to: mailto:CARuizJobs@mail.house.gov with “Scheduler/Executive Assistant” in the subject line. Equal Employment Opportunity Employer.

 

 

Office of Rep. Raul Ruiz, MD (CA-36)

Scheduler/Executive Assistant – D.C. Office

(as of February 2016)

 

SCHEDULER/EXECUTIVE ASSISTANT POSITION:

The Scheduler/Executive Assistant maintains the Member of Congress’ official schedule, travel plans, and related records.  This position acts as a liaison for the Member of Congress with the staff in the D.C. and District offices, constituents and the general public.  In addition, the scheduler/executive assistant maintains relationships with other Members of Congress and their staff on Capitol Hill.

 

The Scheduler/Executive Assistant works with their colleagues to maintain a constituent-centered team that purses excellence in public service in order to improve and inspire the lives of the people of the 36th Congressional District. 

 

Operates under the administrative direction of the Chief of Staff and general direction of the Member of Congress. 

 

ESSENTIAL JOB REQUIRED:

 

  • Prepares the daily schedule for the Member of Congress and distributes copies to the staff members in the Washington, D.C. and district offices;

  • Runs Member of Congress through the schedule every evening and morning; 

  • Keeps the Member of Congress and staff informed of any changes in the schedule throughout the day via phone, text message and emails (immediately);

  • Prepares and sends detailed itineraries for the Member of Congress and staff, including important numbers, locations and contact names;

  • Briefs the Member of Congress on all scheduling activities and requests of the Washington, D.C. and district offices through weekly scheduling meetings;

  • Coordinates scheduling of media interviews, radio and television appearances with the Press Secretary in D.C and the Press Secretary in CA;

  • Greets constituents and other guests of the office upon their arrival;

  • Coordinates photo opportunities with constituents in conjunction with the Member and relevant staff; 

  • Ensures the Member of Congress’ office is set up appropriately before meetings and other events in the office;

  • Handles reservations for the Congressman's air travel, ground transportation, and lodging;

  • Reviews the Member of Congress’ mail, meeting requests and invitations in conjunction with the Chief of Staff and District Director;

  • Keeps a list of the Member of Congress’ digital and print subscriptions and ensure that the Member receives them in a timely manner;

  • Responds to all invitations and requests by email correspondence within 48 hours of receipt;

  • Maintains files of invitations that have been declined, accepted, or that are tentative/pending for the minimum of 3 months;

  • Ensures that the Member of Congress is provided with briefing materials for each event by coordinating with event participants and the appropriate legislative and/or district staff member;

  • Manages online drive online drive of memos, articles, briefing materials and ensuring staff are submitting materials in a timely fashion:

  • Monitors the Member of Congress’ incoming telephone calls, takes messages, and returns calls as requested;

  • Maintains the Member of Congress’ files, including notes, correspondence, and all information relating to travel;

  • Works with Chief of Staff and District Director to ensure Member of Congress’ time and calendar reflect his office’s priorities and his optimal performance and personal needs;

  • Maintains the Member of Congress’ in box and out box on the desk in the D.C. office.  Distributes all material to the appropriate staff member in the D.C. and District offices;

  • Acts as a liaison between the Member of Congress and other Members, congressional offices, committee staff, White House staff, and government offices and agencies to arrange for the Member's attendance at meetings or to coordinate travel plans;

 

 

ESSENTIAL ATTRIBUTES REQUIRED: 

 

  • Maintains a good working relationship with the Member of Congress, staff and constituents;

  • Ability to be flexible, adapt, and redirect quickly;

  • Accepts performance-based criticism and direction;

  • Meets attendance requirements as established by the office;

  • Works well under pressure and handles stress;

  • Ability to work long hours, nights, and weekends;

  • Performs other duties and special projects as assigned by the Member of Congress and/or Chief of Staff.

 


Apply online