Corporate Aircraft Scheduler

ONEOK•Tulsa, OK

About The Position

The Corporate Aircraft Scheduler & Aviation Operations Specialist plans, coordinates, analyzes, and optimizes corporate aviation operations. The position supports aircraft scheduling, passenger travel coordination, fleet and crew utilization, aviation technology systems, operational data, and department reporting. The role independently evaluates and coordinates scheduling requests based on operational requirements, aircraft and crew availability, maintenance needs, passenger requirements, and department priorities. It manages schedules and changing operational conditions, coordinates complex itineraries and trip requirements, maintains accurate records, and works with flight crews, maintenance personnel, executives, executive assistants, passengers, vendors, and other stakeholders. The position also serves as a subject matter resource for aviation systems and partners with Information Technology and other technical resources on aviation software and technology solutions. It translates operational needs into system requirements and workflows, supports testing and implementation, troubleshoots issues, and identifies opportunities for automation, standardization, integration, and process improvement. The role requires professional judgment, discretion with confidential information, and the ability to respond to urgent operational changes outside normal business hours when required.

Requirements

1–3+ years of experience in corporate aviation, flight operations, aircraft scheduling, aviation systems, or a related professional field.
Experience analyzing operational requirements and independently coordinating solutions involving multiple resources and stakeholders.
Ability to interact with, advise, and communicate effectively with senior executives and executive assistants.
Knowledge of corporate aviation operations, scheduling practices, safety standards, and operational requirements.
Problem-solving skills and ability to evaluate multiple operational variables and develop effective solutions.
Ability to exercise independent judgment when managing complex and changing operational requirements.
Ability to learn and use aviation software, proprietary applications, business intelligence tools, and emerging technology.
Ability to organize, reconcile, analyze, and present operational data.
Ability to translate aviation operational needs into functional requirements for technology systems, workflows, reports, and process improvements.
Ability to identify opportunities for automation, system improvement, standardization, and more effective use of operational data.
Ability to troubleshoot system, data, and workflow issues and collaborate with technical resources on solutions.
Ability to anticipate operational challenges, evaluate alternatives, and recommend appropriate actions.
Ability to maintain confidentiality regarding executive travel and sensitive company information.
Ability to respond to urgent operational changes outside normal business hours when required.
No licenses or certifications required.

Nice To Haves

Bachelor’s degree in Aviation Management, Business Administration, Information Systems, Data Analytics, or a related field preferred.
Corporate aviation experience strongly preferred.
Experience using aviation scheduling, flight operations, or trip-management software preferred.
Experience with Microsoft Excel, Microsoft 365, SharePoint, Power BI, Power Automate, or comparable business technology platforms preferred.

Responsibilities

Evaluate, prioritize, and coordinate corporate aircraft scheduling requests according to operational requirements, aircraft availability, crew resources, maintenance requirements, passenger needs, and department priorities.
Develop and manage aircraft schedules to optimize fleet utilization, operational efficiency, crew resources, and passenger service.
Analyze changing operational requirements and resolve aircraft, crew, passenger, maintenance, and logistical constraints; identify conflicts and risks, anticipate needs, and recommend schedule adjustments or alternatives.
Coordinate passenger itineraries, ground transportation, catering, and other trip-specific requirements.
Collaborate with flight crews, maintenance personnel, executive assistants, passengers, vendors, and other stakeholders to execute flight operations.
Manage schedule disruptions and operational changes related to weather, maintenance, aircraft availability, passenger needs, or other evolving conditions.
Maintain accurate operational, scheduling, trip, and passenger records.
Serve as a department subject matter resource and power user for aviation scheduling, flight operations, reporting, collaboration, and information-management systems.
Partner with Information Technology and technical resources to design, develop, test, implement, and improve aviation software and technology solutions.
Translate aviation operational requirements and business needs into functional system requirements, workflows, and process improvements.
Evaluate processes and identify improvements through automation, technology, standardization, and system integration.
Participate in user acceptance testing, system validation, implementation, troubleshooting, and continuous improvement of aviation technology platforms.
Develop and maintain digital workflows, forms, reports, SharePoint resources, databases, and operational information systems.
Troubleshoot technology, data, and workflow issues and coordinate solutions with technical resources and vendors.
Liaise between Aviation, executives, executive assistants, Information Technology, vendors, and internal business functions; build stakeholder relationships and communicate operational considerations and recommendations clearly.
Provide service to executives, passengers, executive assistants, and internal stakeholders while exercising discretion with confidential travel, passenger, operational, and company information.
Support department leadership with special projects, operational analysis, technology initiatives, and continuous improvement efforts.