Campaign Scheduler

About the Role

The Campaign Scheduler manages the candidate’s calendar, books events, follows up to confirm and close out events to help ensure that the candidate is in the right place, at the right time, with the right information and preparation.

This is a highly organized, detail-oriented role that requires excellent communication, good judgment, and the ability to manage competing priorities in a fast-moving campaign.

The Scheduler will work closely with the candidate, campaign manager, campaign staff, volunteers, community organizations, and event hosts.

Key Responsibilities

Calendar Management

• Maintain the candidate’s campaign calendar.
• Schedule meetings, events, community appearances, interviews, fundraisers, and other campaign activities.
• Coordinate dates and times with event hosts, organizations, campaign staff, and other participants.
• Monitor the candidate’s schedule for conflicts, travel time, and realistic transitions between commitments.
• Confirm upcoming events and appointments.
• Keep the calendar current as plans change.

Candidate Preparation

• Provide the candidate with timely information about upcoming events and meetings.
• Prepare or maintain calendar entries with addresses, parking information, contact information, event details, expected attendees, dress expectations, and other relevant information.
• Make sure the candidate knows who they are meeting, why the meeting is taking place, and what is expected of them.
• Flag important preparation needs for the candidate and campaign manager.

Communication & Follow-Up

• Respond to scheduling requests and coordinate availability.
• Follow up with event hosts and meeting participants.
• Communicate schedule changes quickly and clearly.
• Track outstanding invitations and scheduling requests.
• Help ensure that commitments made by the candidate are documented and followed through.
• Follow up with “Thank you” cards.
• Update the database with information from those who attended.
• Ensure the treasurer completes payment and tracking of expenses.

Day-of Support

• Monitor the candidate’s schedule throughout the day.
• Communicate changes, delays, or logistical issues.
• Coordinate with the Candidate Engagement Coordinator or other campaign staff attending events.
• Step in to help resolve scheduling or logistical problems as they arise.

What We’re Looking For

• Extremely organized and detail-oriented.
• Excellent communication skills.
• Strong follow-through: you don’t let things fall through the cracks.
• Comfortable managing a busy calendar with frequent changes.
• Able to prioritize competing requests and identify scheduling conflicts.
• Discreet and trustworthy with confidential information.
• Calm and solution-oriented when plans change.
• Comfortable communicating with community leaders, elected officials, organizations, businesses, event hosts, and members of the public.
• Comfortable using Google Calendar, email, spreadsheets, and basic digital tools.
• Available for some evenings and weekends.
• Previous scheduling, campaign, political, executive assistant, nonprofit, event, or administrative experience is helpful but not required.

The Right Person

The ideal Scheduler is someone who naturally thinks several steps ahead:

“Where does the candidate need to be, what do they need to know, and what could go wrong?”

You should enjoy making complicated schedules look simple.

You don’t need extensive political experience. You do need excellent judgment, organization, communication, and follow-through.

Physical/Work Requirements

The position may involve attending campaign events, traveling throughout Madison, occasional evening and weekend work, and carrying or transporting campaign materials when needed.