Executive Scheduler

Position Summary

The International African American Museum (IAAM) is a nationally significant institution dedicated to uncovering, honoring, and sharing the stories of African Americans and the African Diaspora. Located at one of the country's most sacred historical sites, IAAM serves as a platform for authentic, empathetic storytelling and education, remembrance, and community engagement. As a result, the President & CEO must remain highly active and visible—managing a dynamic calendar that reflects the weight of this mission and the broad array of stakeholders it serves. The CEO is consistently called upon by internal leaders, national partners, donors, government officials, community members, and the public, requiring thoughtful coordination, discretion, and strategic prioritization.

The Executive Scheduler coordinates a complex and ever-evolving calendar, ensuring the CEO is fully prepared, supported, and aligned with both internal priorities and external commitments. This role operates in a fast-paced, dynamic environment that requires managing multiple priorities with precision and discretion. It demands sound judgment, the ability to communicate across diverse personalities and communication styles, and the ability to anticipate the CEO’s information and support needs in advance of every engagement. Success in this role requires a strategic mindset, meticulous attention to detail, exceptional time management, and proactive communication with internal and external stakeholders.

This is a remote position.

Key Responsibilities

1. Calendar & Meeting Management

• Strategic, anticipatory, and analytical management of the CEO’s calendar with meticulous attention to detail; includes thoughtful and dynamic adjustment of commitments and coordination of both incoming and outgoing appointment requests
• Scheduling of in-person, phone, and virtual meetings, interviews, and engagements
• Proactively schedule and confirm meetings, speaking engagements, travel, and events—anticipating conflicts and shifting priorities, and adjusting arrangements with discretion, diplomacy, and agility
• Manage the weekly CEO calendar coordination meeting with Marketing, Development, and CEO Office leads, ensuring necessary organizational awareness of CEO engagements and coordination of agendas, documents, and cross-departmental support
• Ensure the CEO’s calendar includes appropriate supporting materials and briefing documents prepared in the CEO’s preferred format and style; proactively anticipate and incorporate relevant historical background, contextual information, and prior communications
• Prepare, track, and archive meeting preparation documents, briefings, and follow-up notes in coordination with the CEO’s executive support team
• Uphold the highest standards of confidentiality, professionalism, and responsiveness
• Monitor real-time developments to make timely adjustments, communicate changes, and troubleshoot conflicts

2. Executive Office Support & Board Meeting Coordination

• Proactively monitor, coordinate, and analyze the flow of information into the executive office related to CEO meetings and engagements to ensure the CEO is supported with timely briefings, well-organized preparation documents, and executive summary notes, as needed
• Collaborate with the CEO’s Executive Assistant to maintain seamless communication, scheduling alignment, and responsive support for daily operations
• Manage and coordinate IAAM Board of Directors and Board Executive Committee meetings, including scheduling, logistics, agenda coordination, document preparation, and timely distribution of materials

3. Travel & Logistical Support

• Manages and coordinates all logistics for CEO travel, events and speaking engagements ensuring all details are noted on the calendar and that that the Executive Assistant and CEO is properly briefed and prepared.
• Provides Executive Assistant with all reimbursement details, post travel and speaking engagements to ensure information for reimbursements, honorariums, grant accounting, and associated organizational donations is accurate and shared with appropriate executive office staff

Key Relationships

• Collaborates closely with the Marketing and Development departments to coordinate and prioritize the CEO’s external commitments, public engagements, and donor meetings
• Works directly with the CEO’s Executive Assistant to ensure the CEO is fully prepared, has real-time support for all engagements, and is aware of schedule changes
• Maintains a strong working knowledge of IAAM departments and builds effective relationships with organizational leadership to facilitate smooth scheduling and engagement planning

Qualifications

• 10+ years of relevant experience in executive-level scheduling and administrative coordination
• Demonstrated ability to work effectively and independently in a remote work environment
• Mastery of Microsoft Outlook, Teams, OneDrive, and similar Microsoft-based calendaring, communication, and data management systems; able to manipulate, manage, store, and retrieve documents and data within a cloud-based environment
• Mastery of most common online meeting platforms (such as Zoom, Teams, Google Meet) and ability to quickly orient to unfamiliar virtual meeting platforms
• Ability to keep pace with a dynamic executive and institution, including support during non-traditional hours, weekends, and across time zones when the CEO is traveling
• Excellent time management and project management skills, as well as strong analytical and problem-solving skills
• Exceptional attention to detail and proven ability to manage complex, fast-changing calendars with multiple priorities
• Ability to prepare crisp, informative executive briefings, appointment notes, and summary documents tailored for executive communication
• Exceptional communication skills—written and verbal—across all platforms (email, text, phone, digital tools); able to determine the most appropriate communication channel for various audiences
• High level of discretion, integrity, and sound judgment in handling confidential information

Preferred Attributes

• Prior experience working in executive-level environments, particularly supporting executive leaders with robust external profiles and stakeholder responsibilities
• High comfort level with searching organizational databases, CRM systems (customer and donor data management systems), and public information sites
• Bachelor’s degree, executive support certification, or equivalent work experience
• Experience in nonprofit, government relations/policy, or civic organizations with mission-driven leadership, or supporting corporate social responsibility executive leadership, a plus
• Prior experience being responsible for simultaneous calendar management for multiple individuals, a plus
• Passion for history, arts and culture, and/or impactful storytelling, a plus

Physical Requirements

• Prolonged periods of sitting at a desk and working on a computer
• Must be able to lift 15 pounds at times
• Must be able to access and navigate each department at the organization’s facilities

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Work Authorization / Security Clearance Requirements

The desired candidate must be eligible to work in the United States. IAAM does not provide sponsorship.

Equal Employment Opportunity (EEO) Statement

The International African American Museum provides equal employment opportunities to all employees and applicants for employment without regard to race, color, creed, ancestry, national origin, citizenship, sex or gender (including pregnancy, childbirth, and pregnancy-related conditions), gender identity or expression (including transgender status), sexual orientation, marital status, religion, age, disability, genetic information, service in the military, or any other characteristic protected by applicable federal, state, or local laws and ordinances. Equal employment opportunity applies to all terms and conditions of employment, including hiring, placement, promotion, termination, layoff, recall, transfer, leave of absence, compensation, and training.

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