Scheduling and Operations Coordinator
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Job Description
Scheduling and Operations Coordinator for remote team. Managing complex calendars, travel logistics, and expense reports for executives.
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
- 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
- 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
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.
Benefits:
- Equipment provided
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