Candidates with executive scheduling experience and AI tool proficiency will find this mission-driven role in government and industrial sectors requires high attention to detail and proactive coordination.
Derived from job-description analysis by Serendipath's career intelligence engine.
Original posting from Air via Greenhouse
Company Description
Air is the leader in Enterprise Readiness. Our mission is to establish readiness as a real-time condition that is continuously achieved. Today, a dangerous Readiness Gap exists between what the front line needs and what is delivered. Our AI-native platform, Air Enterprise Readiness, aligns development, production, delivery, and sustainment into one coordinated execution system for government agencies and industrial suppliers. By revealing true capacity, exposing real constraints, coordinating resources, and executing at the speed of operational demands, the front line gets what it needs to succeed.
Job Description
We are seeking an experienced Scheduler, to support 4-5 Executives, serving as a critical partner in enabling leadership effectiveness at a rapidly growing, mission-driven company. This role is ideal for someone who thrives in a high-growth environment, anticipates needs before they arise, and can seamlessly manage friction that can distract leaders from their highest-priority work.
In order to do this job well you must be highly organized without being rigid, proactive without overstepping, and comfortable operating behind the scenes. You are someone who genuinely enjoys the craft of executive support. You thrive in a support capacity and understand that no detail is too small when it comes to enabling exceptional execution and advancing a critical mission. You take ownership, communicate clearly, and have a strong sense of urgency when it matters. Most importantly, you understand that excellent executive support is about more than completing tasks—it’s managing competing priorities and frequent changes, making sound decisions to protect executives’ time by creating the conditions for the Executive Team to operate at their best.
This is a full-time position based in our Arlington, VA office.
This role may require up to 10% travel.
Scope of Responsibilities
Calendar & Scheduling Support — Primary Responsibility
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, 1:1s, interviews, customer meetings, and other high-priority engagements, ensuring schedules are organized, efficient, and aligned to business priorities.
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 making recommendations and adjustments.
Track scheduling-related action items, commitments, and follow-ups to ensure nothing falls through the cracks.
Travel Booking & Logistics
Coordinate end-to-end domestic and international travel that account for executive preferences including flights, hotels and ground transportation.
Develop a strong understanding of individual executive travel preferences and proactively apply them to future bookings.
Build travel schedules that account for meeting commitments, time zones, and realistic travel time.
Manage changes, cancellations, delays, and unexpected travel issues quickly and proactively.
Expense Management
Own the expense reporting process for executives, ensuring expenses are submitted accurately, completely, and on time.
Partner with the Finance team and executives to address expense questions, reimbursements, and policy requirements.
Maintain organized records and proactively follow up on outstanding expense items.
Qualifications
U.S. Citizenship is required
Required Skills:
Demonstrated experience managing 4+ 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 (Ramp preferably).
Experience working in ambiguous and fast-paced environments
Experience with AI tools (e.g. Google Gemini, Claude) and embedding them to operational and organizational work
Capable of producing high-quality content on short deadlines
Fast learner and able to work independently with minimal supervision
Exceptional attention to detail; ability to consistently produce timely and error-free work
Excellent written and verbal communication skills
Superb judgment and proven ability to handle confidential information
Highly proactive and resourceful self-starter with a demonstrated ability to anticipate needs, solve problems independently, and operate effectively with minimal supervision.
Enthusiastic team member with a positive disposition and attitude
Experience using AI tools such as Google Gemini, Claude, or similar tools to improve productivity and administrative workflows.
We firmly believe that past performance is the best indicator of future performance. If you thrive while building solutions to complex problems, are a self-starter, and are passionate about making an impact in global security, we’re eager to hear from you.
Air is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability and protected veterans status or any other characteristic protected by law.
Source: Air careers (Greenhouse)