Executive Assistant, Senior Scheduler

Fahr LLC; San Francisco (CA); On-site; USD 135,000 - 175,000; Full time

Job summary

Fahr LLC is seeking a Senior Scheduler to provide high-level scheduling and administrative support to the Principal across diverse commitments, including business, philanthropic, political, and personal engagements.

The role requires exceptional organization, discretion, and the ability to balance competing demands in a fast-paced environment, with responsibilities spanning travel, meetings, and personal appointments.

Qualifications

• 8+ years of executive support experience.
• Experience managing complex calendars and travel.
• Ability to handle confidential information with discretion.
• Experience coordinating with senior executives and public officials.

Responsibilities

• Own the day-to-day management and execution of the Principal's calendar, coordinating a high volume of meetings, travel, and personal commitments.
• Work with Senior Advisor/Chief of Staff to align schedule with organizational priorities.
• Manage scheduling requests from multiple organizations and stakeholders.
• Coordinate complex and changing calendars, identify conflicts, travel time, and prep needs.
• Serve as primary point of contact for scheduling requests with internal and external stakeholders.
• Support travel planning, meeting prep, personal appointments, and related operational needs.
• Prepare daily/weekly schedules and briefing materials for upcoming commitments.
• Track changes and communicate updates to stakeholders.
• Assist with meeting prep, follow-up, and action item coordination.

Skills

Executive support

Scheduling

Calendar management

Travel coordination

Stakeholder communication

Job description

Senior Scheduler at Fahr LLC/Family Office

About Us

Fahr LLC acts as the "umbrella" entity to manage and support a variety of entities and efforts related to climate change, advanced energy, sustainable food systems, and socially responsible finance. We are the nexus between a handful of exciting and powerful efforts aimed to curb climate change and make the world a better place. We are a group of smart and passionate people from diverse backgrounds who are united around shared values about our future and a core belief that we have the power to change the course of history. As a team, we work together to strategize how best to maximize our collective impact.

About the Role

The Executive Assistant, Senior Scheduler provides high-level scheduling, administrative, and operational support to the Principal across a complex portfolio of business, philanthropic, political, and personal commitments. This role is responsible for the day-to-day management of the Principal's schedule and ensuring that meetings, travel, engagements, and personal commitments are coordinated seamlessly. The role requires exceptional organization, attention to detail, discretion, responsiveness, and judgment. The successful candidate will be comfortable operating in a fast-paced environment where priorities frequently shift and will understand how to balance competing demands on the Principal's time.

While scheduling is the primary focus of the position, the Executive Assistant, Senior Scheduler will also support travel, meeting preparation, personal appointments and requests, and other operational needs that allow the Principal and broader team to function effectively.

Key Responsibilities

• Own the day-to-day management and execution of the Principal's calendar, coordinating a high volume of internal and external meetings, calls, events, travel, and personal commitments.
• Work closely with the Senior Advisor/Chief of Staff to ensure the Principal's schedule reflects organizational priorities and the most effective use of the Principal's time.
• Manage scheduling requests from multiple organizations, senior executives, external partners, public officials, philanthropic leaders, advisors, family office staff, and other stakeholders.
• Coordinate complex and frequently changing calendars, proactively identifying conflicts, dependencies, travel time, preparation needs, and competing priorities.
• Serve as a primary point of contact for scheduling requests and communicate professionally and effectively with internal and external stakeholders.
• Potential to manage a team including the Scheduler and Operations Coordinator and personal assistant.
• Coordinate with travel, advance, security, communications, political, family office, and other teams to ensure seamless execution of the Principal's schedule.
• Support domestic and international travel planning, including itineraries, transportation, accommodations, scheduling, and coordination with relevant teams.
• Coordinate personal appointments, reservations, family commitments, and other personal requests as needed, ensuring they are integrated appropriately into the Principal's broader schedule.
• Working with the team, prepare daily and weekly schedules, itineraries, meeting materials, briefing documents, and other information needed for upcoming commitments.
• Track changes and communicate schedule updates quickly and accurately to relevant stakeholders.
• Assist with meeting preparation and follow-up, including gathering materials, confirming participants, tracking action items, and coordinating next steps.
• Maintain accurate records of contacts, meetings, invitations, requests, and commitments.
• Anticipate scheduling and logistical needs and proactively resolve issues before they reach the Principal.
• Provide administrative and operational support for special projects, events, and other priorities as needed.
• Handle confidential business, political, philanthropic, family, and personal information with exceptional discretion.
• Provide additional executive and personal support to the Principal as needed.

Ideal Profile

The successful candidate is an experienced executive support professional, with at least 8 years of experience, who thrives in a high-volume, fast-moving environment and takes pride in making complex schedules and logistics run seamlessly. They have excellent judgment, strong written and verbal communication skills, meticulous attention to detail, and the ability to remain calm and organized when priorities change quickly. They are comfortable communicating with senior executives, public officials, external partners, family members, and other high-profile stakeholders and understand the discretion required when supporting a Principal whose responsibilities span multiple organizations and areas of focus.

The ideal candidate is proactive rather than reactive, anticipates needs, identifies potential conflicts before they become problems, and understands that effective scheduling is about more than finding an open time on a calendar - it requires understanding priorities, relationships, logistics, and the broader context surrounding the Principal’s commitments.

The anticipated salary that Fahr LLC expects to pay is $135,000 to $175,000 annually.