Corporate Aircraft Scheduler

ONEOK•Tulsa, OK

4d•$74,000 - $110,000

About The Position

The Corporate Aircraft Scheduler & Aviation Operations Specialist is a professional-level position responsible for planning, coordinating, analyzing, and optimizing corporate aviation operations. The role supports aircraft scheduling, passenger travel coordination, fleet and crew utilization, aviation technology systems, operational data, and department reporting. The position independently evaluates and coordinates scheduling requests based on operational requirements, aircraft and crew availability, maintenance needs, passenger requirements, and department priorities. It develops schedules to optimize fleet utilization, operational efficiency, crew resources, and passenger service; addresses disruptions and changing conditions; and coordinates passenger itineraries and trip-specific services. The role also serves as a department subject matter resource and power user for aviation scheduling, operations, reporting, collaboration, and information-management systems. It partners with Information Technology and other technical resources to improve aviation software and workflows, translates operational needs into system requirements, supports testing and implementation, and troubleshoots technology, data, and workflow issues. The scheduler serves as a professional liaison among Aviation, executives, executive assistants, Information Technology, vendors, and internal business functions. The role supports department leadership with projects, operational analysis, technology initiatives, and continuous improvement, while exercising discretion with confidential executive travel and company information.

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.
Experience interacting with, advising, and communicating effectively with senior executives and executive assistants.
Knowledge of corporate aviation operations, scheduling practices, safety standards, and operational requirements.
Problem-solving skills, including evaluating multiple operational variables and developing effective solutions.
Ability to communicate professionally with senior executives, executive assistants, pilots, maintenance personnel, technical professionals, vendors, and other stakeholders.
Ability to exercise independent judgment when managing complex and changing operational requirements.
Ability to rapidly learn and effectively 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 to develop solutions.
Ability to anticipate operational challenges, evaluate alternatives, and recommend appropriate courses of action.
Ability to exercise discretion and maintain confidentiality regarding executive travel and sensitive company information.
Ability to respond to urgent operational changes outside normal business hours when required.

Nice To Haves

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

Responsibilities

Evaluate, prioritize, and coordinate corporate aircraft scheduling requests based on 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 find solutions to aircraft, crew, passenger, maintenance, and logistical constraints.
Identify scheduling conflicts, operational risks, resource constraints, and alternative solutions using professional judgment.
Anticipate operational requirements and recommend schedule adjustments or resource solutions.
Coordinate complex passenger itineraries, ground transportation, catering, and other trip-specific requirements.
Collaborate with flight crews, maintenance personnel, executive assistants, passengers, vendors, and other stakeholders to support flight operations.
Manage schedule disruptions and operational changes caused by weather, maintenance, aircraft availability, passenger requirements, 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 proprietary aviation software and technology solutions.
Translate aviation operational requirements and business needs into functional system requirements, workflows, and process improvements.
Evaluate processes and identify efficiency 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 standardized digital workflows, forms, reporting processes, SharePoint resources, databases, and operational information systems.
Troubleshoot technology, data, and workflow issues and coordinate solutions with Information Technology, software developers, vendors, and other technical resources.
Serve as a professional liaison between Aviation, company executives, executive assistants, Information Technology, vendors, and other internal business functions.
Build stakeholder relationships to understand requirements, resolve operational challenges, and support business travel needs.
Communicate operational considerations, schedule changes, alternatives, and recommendations clearly and professionally.
Provide service to executives, passengers, executive assistants, and internal stakeholders.
Exercise discretion when handling confidential executive travel, passenger information, operational data, and company information.
Support department leadership with special projects, operational analysis, technology initiatives, and continuous improvement efforts.