Company Description

A best-in-class city that attracts best-in-class talent, Philadelphia is an incredible place to build a career. From our thriving arts scene and rich history to our culture of passion and grit, there are countless reasons to love living and working here. With a workforce of over 30,000 people, and more than 1,000 different job categories, the City of Philadelphia offers boundless opportunities to make an impact.

As an employer, the City of Philadelphia values inclusion, integrity, innovation, empowerment, and hard work above all else. We offer a vibrant work environment, comprehensive health care and benefits, and the experience you need to grow and excel. If you’re interested in working with a passionate team of people who care about the future of Philadelphia, start here.

What we offer

• Impact - The work you do here matters to millions. 
• Growth - Philadelphia is growing, why not grow with it? 
• Diversity & Inclusion - Find a career in a place where everyone belongs.
• Benefits - We care about your well-being.

Agency Description

The Mayor's Office of Philadelphia is dedicated to serving the residents of the City by promoting equity, fostering economic growth, and enhancing the quality of life for all communities. Committed to transparency, integrity, and accountability, we work collaboratively with city departments, agencies, community organizations, and stakeholders to address the most pressing challenges facing our City and to create opportunities for shared prosperity and success.

The Mayor’s Office hopes to continue to build a vibrant, inclusive, and resilient city where every resident has the opportunity to thrive. The City of Philadelphia aspires to be a model of effective governance, innovation, and social progress, where government works in partnership with the community to create positive change and achieve meaningful results.

The Mayor’s Office focuses on the following main initiatives:

• Public Safety
• Clean and Green
• Housing
• Economic Opportunity
• Education
• Roundtables (business, faith-based, and intergovernmental)

Job Description

Position Summary

The Deputy Director of Scheduling supports the Director of Scheduling in managing the Mayor's daily and long-term calendar. This role ensures efficient time management, prioritization of engagements, and alignment of the Mayor’s schedule with strategic priorities. The Deputy Director works closely with internal and external stakeholders to coordinate events, meetings, and appearances, ensuring seamless execution and responsiveness.

Essential Functions

Calendar Management:

• Assist in managing the Mayor’s calendar, ensuring meetings and events align with the Mayor’s goals and priorities.
• Coordinate scheduling requests, assessing urgency and relevance.
• Identify and resolve conflicts, recommending adjustments to optimize the Mayor’s time.

Event Coordination:

• Work with internal teams, community organizations, and external stakeholders to organize and confirm logistics for the Mayor’s events.
• Ensure detailed briefing materials are prepared in advance of each engagement.
• Oversee event logistics to ensure smooth execution, including travel, on-site needs, and timing.

Communication & Liaison:

• Serve as a point of contact between the Office of the Mayor, city departments, community groups, and other partners on scheduling matters.
• Relay changes and updates promptly to the Director of Scheduling and other relevant team members.

Administrative Support:

• Maintain accurate records of scheduling requests, decisions, and event details.
• Support the preparation of daily and weekly schedules, ensuring clarity and completeness.
• Assist in the development of long-term planning tools and reports to track recurring or major engagements.

Strategic Prioritization:

• Help evaluate and prioritize competing scheduling demands to maximize the Mayor’s impact.
• Provide insights and recommendations to the Director of Scheduling to ensure strategic alignment of engagements.

Required Competencies, Knowledge, Skills, and Abilities

Knowledge:

• Understanding of municipal government structures, processes, and functions, including the role of the Mayor’s Office.
• Familiarity with political protocol, scheduling practices, and public administration principles.
• Knowledge of event logistics, time management, and stakeholder coordination.
• Awareness of cultural, civic, and business dynamics within the city to align engagements effectively.
• Strong understanding of the importance of discretion and maintaining confidentiality when managing sensitive information.
• Proficient in scheduling tools, Microsoft Office Suite (Outlook, Word, Excel, and PowerPoint), and project management software.
• Familiarity with virtual meeting platforms (e.g., Zoom, Teams) and communication technologies.

Skills:

• Exceptional ability to manage multiple tasks, prioritize competing demands, and maintain a well-organized schedule.
• Clear and professional verbal and written communication tailored to diverse audiences.
• Ability to draft detailed and concise briefing materials.
• Strong relationship-building skills to engage with internal teams, city departments, and external stakeholders.
• Diplomacy and tact when addressing scheduling conflicts or urgent requests.
• Creative and strategic thinking to address scheduling challenges, ensure alignment with priorities, and prevent conflicts.
• Accuracy in scheduling, record-keeping, and preparation of event logistics to avoid errors or miscommunication.
• Ability to work under tight deadlines, respond quickly to last-minute changes, and maintain focus in high-pressure situations.
• Skilled in using digital tools for scheduling, workflow management, and document preparation.

Abilities:

• Ability to assess the importance of scheduling requests and prioritize effectively aligned with strategic objectives.
• Adaptability to changing schedules, unanticipated demands, and evolving priorities.
• Work seamlessly with the Director of Scheduling and other team members to ensure cohesive and efficient operations.
• Maintain a positive, professional demeanor when interacting with diverse stakeholders, including high-profile individuals and community members.
• Handle sensitive information with discretion and integrity, ensuring trust and reliability in all professional interactions.
• A proactive and results-driven approach to supporting the Mayor’s schedule, ensuring optimal productivity and impact.
• Willingness to work evenings and weekends and respond promptly to urgent needs demonstrates high dedication to the role.

Qualifications

Bachelor's degree in business administration, public administration, political science, or a related field; advanced degree preferred.

At least three years of previous experience in scheduling, calendar management, executive support, or event planning, preferably in a government or executive office environment,

We value diverse experiences and are open to flexible qualifications. If you are passionate about this role and meet some of the key criteria, we encourage you to apply.

Additional Information

TO APPLY: Interested candidates must submit a cover letter and resume.

Salary Range: $75,000 - $90,000

Discover the Perks of Being a City of Philadelphia Employee:

• Transportation: City employees get unlimited FREE public transportation all year long through SEPTA’s Key Advantage program. Employees can ride on SEPTA buses, subways, trolleys, and regional rail for their daily commute and more.
• Parental Benefits: The City offers its employees 6 weeks of paid parental leave.
• We offer Comprehensive health coverage for employees and their eligible dependents.
• Our wellness program offers eligibility into the discounted medical plan
• Employees receive paid vacation, sick leave, and holidays
• Generous retirement savings options are available
• Pay off your student loans faster - As a qualifying employer, City of Philadelphia employees are eligible to participate in the Public Service Loan Forgiveness program. Join the ranks of hundreds of employees who have already benefited from this program and achieved student loan forgiveness.
• Unlock Tuition Discounts and Scholarships - The City of Philadelphia has forged partnerships with over a dozen esteemed colleges and universities in the area, ensuring that our employees have access to a wide range of tuition discounts and scholarships. Experience savings of 10% to 40% on your educational expenses, extending not only to City employees but in some cases, spouse and dependents too!

Join the City of Philadelphia team today and seize these incredible benefits designed to enhance your financial well-being and personal growth!

*The successful candidate must be a city of Philadelphia resident within six months of hire

Effective May 22, 2023, vaccinations are no longer required for new employees that work in non-medical, non-emergency or patient facing positions with the City of Philadelphia. As a result, only employees in positions providing services that  are patient-facing medical care (ex: Nurses, doctors, emergency medical personnel), must be fully vaccinated.

The City of Philadelphia is an Equal Opportunity employer and does not permit discrimination based on race, ethnicity, color, sex, sexual orientation, gender identity, religion, national origin, ancestry, age, disability, marital status, source of income, familial status, genetic information or domestic or sexual violence victim status. If you believe you were discriminated against, call the Philadelphia Commission on Human Relations at 215-686-4670 or send an email to faqpchr@phila.gov.

For more information, go to: Human Relations Website: http://www.phila.gov/humanrelations/Pages/default.aspx