Description
About Us
Capital Strategies is a full-service fundraising consulting firm headquartered in Los Angeles. We work with high-profile clients across the country, providing strategic guidance, comprehensive planning, and logistical support for fundraising operations. We are seeking a highly organized, proactive Scheduler to join our team and support our leadership.
This position reports directly to the President and the Managing Partner.
Position Overview
This position will manage multiple complex calendars, coordinate meetings and travel, support event logistics, and help ensure the smooth daily functioning of the team. The role requires exceptional attention to detail, strong communication and analytical skills, and the ability to anticipate needs in a fast-paced environment with frequent schedule changes.
Candidates located in the Los Angeles area are strongly preferred.
Key Responsibilities
Calendar & Scheduling Management
Manage the master calendar for the entire Capital Strategies team
Identify and flag scheduling conflicts
Manage multiple types of calendars and schedules including google calendar with calendar invites, typed out version of the calendar with notes and individual daily schedules for clients.
Schedule meetings and calls as needed
Send reminders prior to all conference calls
Meeting & Event Support
Join calls as directed, take notes, and track follow-up tasks
Assist with scheduling and logistics for client meetings, staff meetings, and events
Support in-person meetings, in-person events, and Zoom events
Coordinate staff plan for events/meetings
Prepare and organize materials such as briefings, schedules, and check-in lists
Identify and coordinate volunteers for additional event capacity
Attend and staff events outside of normal business hours if located in area where events occur
Travel & Logistics
Research and book travel for the team and clients (flights, hotels, cars/drivers)
Manage itineraries for travel and client trips
Adjust and rebook travel as needs change — sometimes early mornings or late nights
Track and maintain all flight and hotel credits/certificates
Manage travel- and office-related accounts (flight/hotel/car/UPS/Office Depot)
Administrative Support
Maintain daily to-do lists and progress reports for yourself and principals
Update contact lists and database entries
Assist with delivery of materials to principals; pick up and drop off items for clients
Perform additional tasks as directed to support client responsibilities
Conduct research for call sheets, briefings, donor background, and contribution history
Requirements
Prior experience as an Executive Assistant or Scheduler strongly preferred
Highly organized self-starter with excellent critical thinking skills
Strong time management and multitasking abilities
Strong pattern recognition skills
Comfortable managing high email volume across multiple time zones
Reliable, resourceful, and able to anticipate needs
Professional communication skills and discretion with sensitive information
