Scheduling and Operations Coordinator - Remote - $19.50/Hour

VetJobs

4d•$20•Remote

About The Position

This role acts as the logistical engine for our team. In addition to masterfully managing complex calendars, you handle the end-to-end travel and expense lifecycle, ensuring executives remain compliant with corporate policy. This role necessitates daily, direct phone communication with high-level executives and external partners.

Requirements

High School Diploma or equivalent.
2+ years of experience in high-volume scheduling or administrative support.
Proven proficiency with Google Workspace
Prior experience in a remote-first work environment.
Experience supporting public sector or mission-driven organizations.
Ability to take initiative and move tasks forward without constant instruction.
Comfortable picking up the phone to coordinate with external entities like the Pentagon or universities.
Exceptional accuracy in managing complex schedules and participant lists.
Proficient in Google Workspace, specifically Gmail and Google Calendar.

Responsibilities

Manage complex, recurring, and cross-functional meetings while proactively resolving conflicts.
Schedule internal and external meetings for up to 4 Director-level executives.
Unblock calendar conflicts by understanding and applying executive priorities.
Share executive availability with other administrative partners to facilitate large, high-level meetings.
Maintain 1:1 trackers to ensure recurring meetings are happening at the desired frequency.
Ensure all calendar invites include necessary context, color-coding, and travel time.
Coordinate business flights, hotels, and ground transportation in line with executive preferences and corporate policy.
Manage business travel logistics, including flights, hotels, and ground transportation, through Concur and in line with executive preferences.
Work with administrative partners to ensure all travel and business items are properly categorized and compliant with corporate policy.
Track receipts throughout the month and submit accurate expense reports through Concur.
Partner with Program Managers to distribute pre-reads and confirm presenter readiness for upcoming reviews.