Executive Team Coordinator & Scheduler to the Mayor
The City of Saint Paul is hiring for an Executive Team Coordinator and Scheduler to the Mayor who will serve as the primary coordinator of Mayor-Elect Her's schedule while also overseeing day-to-day office operations for the Mayor’s Office. This role is central to ensuring that the Mayor’s time, priorities, and office infrastructure are aligned in support of the Mayor’s agenda. This position works closely with senior leadership, internal departments, and external stakeholders.
Here’s what you can expect to do:
- Manage, structure, and optimize the Mayor’s daily and long-range schedule, including meetings, briefings, events, and travel.
- Partner with senior leadership to align scheduling with strategic commitments, annual priorities, and day-of logistics.
- Serve as a primary point of contact for internal departments and external stakeholders seeking time with the Mayor; triage requests and ensure alignment with strategic priorities.
- Coordinate briefing materials, agendas, and follow-up actions to ensure the Mayor is fully prepared for all engagements.
- Maintain situational awareness of emerging issues, city operations, and political dynamics to inform scheduling decisions.
- Track commitments, deadlines, recurring events, and long-term obligations to ensure continuity and follow-through.
- Coordinate with communications, policy, and operations teams to ensure each engagement is supported, staffed, and sequenced correctly.
- Coordinate with Executive Protection on daily movements, routes, event timing, and security-driven schedule adjustments.
- Serve as liaison for the Mayor’s family and personal obligations, integrating these commitments into the official calendar with discretion.
- Uphold confidentiality and represent the Mayor’s Office with professionalism in high-pressure, time-sensitive environments.
- Oversee general office operations, including management of office space, supplies, equipment, and technology needs.
- Support administrative processes such as contract signature routing, office accounting procedures, and resolution review and approval processes.
- Support and engage in constituent services functions as needed.
- Assist with office-wide projects, process improvements, and operational initiatives.
- Serve as a reliable and collaborative administrative resource for executive staff, working as a team player to ensure smooth internal operations and efficient information flow.
- The position generally operates on a Monday–Friday schedule, with flexibility necessary to provide support on nights or weekends when required.
- Performs other duties as assigned.
The ideal candidate for this position will possess the following:
- Effectively communicates across race, class, and culture & other aspects of difference.
- Excellent written, verbal, and electronic communication skills and ability to communicate complex information clearly to diverse audiences.
- Exceptional organizational skills with demonstrated ability to handle multiple assignments or projects simultaneously, attentive to details, and responsive to deadlines.
- Strong interpersonal skills and the ability to work both collaboratively and independently in a fast-paced, team-oriented environment.
- Ability to develop and maintain strong working relationships with colleagues, stakeholders, and members of the public.
- High proficiency in Outlook, Word, and Excel.
Our Benefits: We offer competitive wages, and a variety of excellent benefits, including health insurance, retirement contributions and paid vacation and sick time.
Equity, Inclusion and Belonging: The City of Saint Paul is dedicated to dismantling systemic racial, cultural, and economic barriers that prevent people from fully enjoying and participating in our community and ensuring fairness in opportunities and outcomes for all individuals. At the City of Saint Paul, we want our workforce to reflect the diverse city that we serve. Our leaders are guided by an unapologetic equity agenda, which promotes the belief that true equity is building a city that works for all of us. We encourage you to apply as we are most interested in finding the best candidate for this job.
Position Requirements
Bachelor's degree
Five (5) or more years of professional experience in executive support, scheduling, office management, or a related field (public sector or executive office experience preferred).
How to Apply
- Submit a City of Saint Paul online application by the closing date.
- Upload or submit the following required documents via the online application system. (Zip files and web links will not be accepted. Each uploaded attachment is limited to 10MB.)
- A resume
- A letter of interest
First time applying online? Read our How to Apply Online Guide.
Need technical support? For help with the online application, please call 1-855-524-5627.
Learn more about our Hiring Process
Unclassified Posting: This is an UNCLASSIFIED position and is therefore not governed by City Civil Service Rules.
Final Selection Process: The selection process will include a review and evaluation of your qualifications. We will notify candidates who are invited to participate in the final selection process which may include an interview. The selection process will include a review and evaluation of your qualifications.
Pre-Employment Screening: This position requires a background check which may include criminal history, and employment history as a condition of employment. Candidates will be required to submit proof of education to Human Resources upon conditional job offer, if qualifying with education.
Human Resources Contact Information:
Chrissy Hauge at 651-266-6512
Email: christine.hauge@stpaul.gov
The City of Saint Paul encourages individuals to apply for positions regardless of criminal history.
Equal Employment Opportunity Statement: The City of Saint Paul is an equal opportunity/affirmative action employer. Veterans, women, persons of color, members of the LGBTQIA+ community, and individuals with disabilities are strongly encouraged to apply.
**Working Title: Executive Team Coordinator and Scheduler to the Mayor
**Official Title: Assistant to the Mayor I
Employer
City of Saint Paul
Address
25 West Fourth Street, Suite 200 City Hall Annex
Saint Paul, Minnesota, 55102
Phone
651-266-6500
Website