Job Opportunity: Director of Scheduling and Planning

04 Oct 2017 3:47 PM | Anonymous member
1.     Role Purpose
A Washington D.C. based embassy is seeking a Head of Scheduling and Planning for its executive level staff.   The Head of Scheduling and Planning will provide timely and proactive management of all aspects of the Ambassador’s official schedule. The Head of Scheduling and Planning will combine administrative and representational duties. The Head of Scheduling and Planning will also work closely with the heads of function within the Embassy.
2.     Key Accountability

·       Manage every aspect of the Ambassador’s daily, short term, and long term agenda

·       Assist with the management and coordination of Embassy-wide projects and initiatives, as coordinated by the Chief of Staff

·       Develop processes for effective follow-up and collaboration within the Embassy- with the Ambassador’s Advisory Team, the US government, Congress, think tanks, NGOs, and the public at large

·       Evaluate on an ongoing basis, the scheduling operations and workflow within the Embassy

·       Recommend and implement ‘best practices’ for scheduling that incorporates technology and marketing needs

·        Take full ownership of planning the Ambassador’s and Senior Advisors’ schedules weeks in advance

·       Update and reprioritize the schedule as advised and seen best

·       Coordinate said agenda with the Chief Security Officer.

·       Seek opportunities to optimize and improve efficiency among senior staff schedules that include the Ambassador and other visiting government officials

·       Represent Embassy staff and agenda with poise and professionalism

·       Keep embassy staff abreast of all scheduling activities and requests.

·       Prepare detailed itineraries for the Ambassador, including contact names, numbers and locations.

·       Synchronize embassy events in conjunction with the Head of Communications & Monitoring, Social Secretary, Senior Protocol Officer, and security staff

·       Ensure that the Ambassador is provided germane briefing materials prior to each event in coordination with pertinent embassy staff.

·       Receive from junior staff briefs on incoming correspondence via phone, email and relay pertinent information to relevant senior staff

·       Maintain a database of invitations-accepted, declined and pending

·       Maintain the Ambassador’s files/databases to include travel documentation, contact correspondence, and relevant meeting notes.

·       Coordinate travel for the Ambassador’s family including security and trip itineraries.

·       Perform duties as needed.

3.     Qualifications
  • ·       Bachelor’s Degree in relevant field (e.g Business Administration, Public Relations, Communications)
  • ·       Experience working in highly regarded institution in government or international affairs sector with strong connections in Washington, DC and elsewhere
  • ·       Ability to motivate and manage junior staff
  • ·       Strong telephone, organizational and filing skills and oral and written communication skills
  • ·       Ability to exercise discretion and independent judgment with respect to prioritization of and recommendations on appointments
  • ·       Thoroughness and careful attention to detail
  • ·       Ability to work cooperatively and courteously with others
4.     Experience
  • ·       7+ years of office experience in a similar role
  • ·       Prior experience in making travel reservations and arrangements
  • ·       Expert knowledge of Microsoft Office applications, and office administration, policies & practices
  • ·       Fluent in English
  • ·       Preference given to applicants with proficiency in Arabic
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