[Hiring] Scheduling and Operations Coordinator @VetJobs

Role Description

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.

• Strategic Scheduling:
  • 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.
• Travel Logistics:
  • 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.
• Expense Management:
  • Track receipts throughout the month and submit accurate expense reports through Concur.
• Review Readiness:
  • Partner with Program Managers to distribute pre-reads and confirm presenter readiness for upcoming reviews.

Qualifications

• 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.

Requirements

• Pay: $19.50
• Schedule:
  • Training: Monday-Friday, 9am - 5pm EST for 1-2 weeks.
  • Post-Training: Monday-Friday, 9am - 5pm EST | 30 minute lunch | 37.5hrs per week.
• This position is 100% remote.
• Start Date: October 16.
• Equipment provided.