Scheduler

Air • Arlington, VA

21d • Onsite

About The Position

Air is seeking an experienced Scheduler to support 4–5 executives and help enable leadership effectiveness at a rapidly growing, mission-driven company. The role is suited to someone who anticipates needs, manages competing priorities and frequent changes, and protects executives’ time through sound judgment, proactive communication, and careful coordination. The Scheduler will work behind the scenes, take ownership of details, and support the Executive Team’s ability to operate effectively.

This is a full-time position based in Air’s Arlington, Virginia office and may require up to 10% travel. The primary responsibility is executive calendar and scheduling support, with additional responsibility for coordinating travel and managing executive expenses. U.S. citizenship is required.

Requirements

• U.S. citizenship.
• Demonstrated experience managing 4 or more executive calendars or a similarly complex scheduling environment.
• Strong expertise in complex calendar management, including scheduling across multiple time zones.
• Significant experience coordinating domestic and international executive travel.
• Experience managing executive expenses and working with Finance and expense management systems.
• Experience working in ambiguous, fast-paced environments.
• Experience using AI tools and embedding them into operational and organizational work.
• Ability to produce high-quality content on short deadlines.
• Ability to learn quickly and work independently with minimal supervision.
• Exceptional attention to detail and ability to produce timely, error-free work.
• Excellent written and verbal communication skills.
• Sound judgment and proven ability to handle confidential information.
• Proactive, resourceful self-starter able to anticipate needs, solve problems independently, and operate with minimal supervision.
• Enthusiastic team member with a positive disposition and attitude.

Nice To Haves

• Experience with Ramp expense management.
• Experience using Google Gemini, Claude, or similar AI tools to improve productivity and administrative workflows.

Responsibilities

• Manage frequent calendar changes and last-minute requests with speed, professionalism, and minimal disruption.
• Identify and resolve scheduling conflicts using sound judgment and appropriate tradeoffs.
• Coordinate recurring meetings, leadership meetings, one-on-ones, interviews, customer meetings, and other high-priority engagements.
• Serve as a professional point of contact for internal and external stakeholders seeking time with supported executives.
• Monitor calendars for gaps, conflicts, overbooking, and inefficient scheduling; proactively recommend and make adjustments.
• Track scheduling-related action items, commitments, and follow-ups.
• Coordinate end-to-end domestic and international travel, including flights, hotels, and ground transportation, while accounting for executive preferences.
• Build travel schedules that account for meeting commitments, time zones, and realistic travel time.
• Manage travel changes, cancellations, delays, and unexpected issues proactively.
• Own the executive expense-reporting process and ensure expenses are submitted accurately, completely, and on time.
• Partner with Finance and executives on expense questions, reimbursements, and policy requirements.
• Maintain organized expense records and follow up on outstanding expense items.

What This Job Offers

• Job Type: Full-time
• Education Level: No Education Listed