Scheduler

Air • Arlington, VA

4d • 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, clear communication, and proactive support. The position is full-time and based in Air’s Arlington, Virginia office, with up to 10% travel.

The Scheduler’s primary responsibility is complex calendar management, including handling last-minute requests, resolving conflicts, coordinating a range of high-priority engagements, and proactively improving schedules. The role also coordinates domestic and international executive travel and owns executive expense reporting in partnership with Finance. The position requires U.S. citizenship.

Requirements

• U.S. citizenship.
• Demonstrated experience managing four 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 in 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 and solve problems independently.
• Positive, enthusiastic team disposition.

Nice To Haves

• Experience with Ramp expense management systems.
• 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, accounting for executive preferences.
• Learn and apply individual executive travel preferences to future bookings.
• Build travel schedules that account for meeting commitments, time zones, and realistic travel time.
• Manage travel changes, cancellations, delays, and unexpected issues quickly and proactively.
• Own executive expense reporting, ensuring expenses are submitted accurately, completely, and on time.
• Partner with Finance and executives to address expense questions, reimbursements, and policy requirements.
• Maintain organized expense records and follow up on outstanding items.

What This Job Offers

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