Family Scheduler & Logistics Manager

Oxford Financial Advisors•Carmel, IN

8d•Onsite

About The Position

Oxford is hiring a Family Scheduler & Logistics Manager to be an Oxford employee working directly for a private family. This is a non-exempt position. A private Indianapolis family seeks an experienced Family Scheduler and Logistics Manager to own the family calendar and the logistics that surround it. This is a detail-driven role for someone who works independently and anticipates what is coming: five children between the ages of 6 and 13, two school systems, year-round athletics in multiple sports, and business and personal travel that must never collide. The role spans calendar management, school and academic tracking, children's activities and appointments, transportation scheduling and monitoring of that schedule, travel planning and itineraries, and maintenance of the family's digital House Management Binder. The family holds a high standard for accuracy: calendar entries, itineraries and written communication are expected to be correct, complete and carefully proofread per required formats. Discretion and complete confidence is essential. This position works alongside the House Manager/Family Assistant and does not replace it. The Family Scheduler and Logistics Manager supports the family at their primary residence in Indianapolis. The household includes two adults and five children, ages 6 to 13, enrolled across two separate school systems and participating in year-round athletics and activities, including dance, basketball, baseball and soccer. The role reports to the family office, meets twice weekly with the father's business office to reconcile business and personal travel and commitments, and holds a weekly coordination check-in with the mother, with regular standing meetings with the family Executive Director. The role works alongside the House Manager/Family Assistant, who handles household operations; uniforms and equipment; and school and activity pickups, and coordinates daily with that person on what each child needs prepared and packed. The family retains Integrity Home Management, Inc. for property-side services. This role replaces neither.

Requirements

Minimum five years of experience providing administrative, scheduling or executive support in a fast-paced environment (private household, family office or executive PA experience preferred); experience supporting a household with multiple school-age children is strongly preferred, and verifiable long-tenure references are required.
Comfortable with modern technology, including advanced Outlook and/or Google Calendar skills, school and family portals and shared password managers.
Demonstrated ability to work independently while exercising sound judgment.
Outstanding organizational skills and an exacting standard for accuracy; calendar entries, itineraries and written communication are expected to be correct, complete and free of spelling or detail errors.
Excellent written and verbal communication abilities.
Professional demeanor and high level of discretion regarding confidential matters.
Strong problem-solving capability and adaptability to frequent change.
Bachelor's degree or equivalent work experience preferred.
Warm, patient and consistent with children, and able to hold routines across a wide range of ages.
Reliable transportation and a valid driver's license; eligible to work in the U.S.
Willing to complete background, reference and driving record checks and to sign a confidentiality agreement.

Nice To Haves

experience supporting a household with multiple school-age children is strongly preferred
Bachelor's degree or equivalent work experience preferred

Responsibilities

Own the family calendar as the single source of truth. Enter every appointment, activity, trip and commitment for the children and the principals, including placeholders for tentative or pending items so nothing is double-booked. Verify details before posting; entries are expected to be accurate, complete and carefully proofread following calendar guidelines.
Monitor both school systems daily. Track homework, projects, assessments, reading logs and deadlines for all five children; post due dates and study blocks to the family calendar and children's Skylight calendars; flag missing or late work promptly. Track conferences, early dismissals, breaks, field trips and permission slips. Submit an email to parents twice weekly with updates regarding assignments, grades and school notifications.
Maintain the full year-round activity schedule across dance, basketball, baseball, soccer and any additional programs. Track practices, games, tournaments, recitals, schedule changes and activity-related travel for each child, and distribute updated schedules to the family and household staff as they change. Download and monitor the review apps associated with extracurricular activities daily.
Provide a daily lookahead of what each child needs, including sports bags, uniforms and kits, bookbags and equipment, in time for it to be prepped and ready. Confirm the handoff each day and close any gaps.
Schedule drivers for every school run, practice, game, appointment and activity, and confirm coverage in advance. This role is accountable for ensuring no child is left without a confirmed pickup; arrange back-up coverage immediately when a driver falls through and notify the family. This position schedules transportation and does not drive.
Schedule and track doctor, dental, orthodontic and specialist appointments for the children and the principals; coordinate around school and activity commitments; maintain records of upcoming and completed visits.
Meet twice weekly with the father's business office to review the schedule and upcoming and planned activities, ensuring business and personal travel and commitments do not overlap. Raise conflicts early and propose resolutions rather than escalating them unresolved.
Arrange family travel, including flights (commercial and private), curated catering menus for each family member, hotels, ground transportation and car services. Prepare a detailed written itinerary for every trip and review it with the mother in advance of departure. Coordinate travel for children and guests and manage travel memberships and frequent flyer programs.
Maintain the family's logins and access for travel, school, medical, activity and other family portals. Store all credentials in the family's password manager and the digital House Management Binder rather than personally; keep account details current and available to authorized household staff; return or surrender all access at the end of employment.
Maintain the digital House Management Binder as the household's system of record, including logins; portals and websites; contacts; preferences; travel information; preferred hotels and airlines; catering and vendor details; and standing routines. Keep it current as details change so an authorized person can step in without disruption.
Send timely confirmations and reminders for appointments, activities and travel; provide prompt updates by phone, text or email; and communicate schedule changes to everyone affected, including household staff and outside providers.
Maintain strict confidentiality regarding the family, the children and the household at all times.