Executive Scheduler & Travel Coordinator

Air; Arlington (VA); On-site; USD 85,000 - 120,000; Full time

Job summary

Air, based in Arlington, VA, seeks an experienced Scheduler to support 4-5 executives, ensuring calendar management, travel planning, and expense oversight in a fast-paced, mission-driven environment.

In this role you will coordinate complex scheduling, arrange domestic and international travel, and partner with Finance on expense reporting using Ramp. Strong communication and judgment protect executives’ time and enable exceptional execution.

Qualifications

• US Citizenship required.
• Demonstrated experience managing 4+ executive calendars or a similarly complex scheduling environment.
• Significant experience coordinating domestic and international executive travel.
• Experience managing executive expenses and working with Finance and expense management systems like Ramp.
• Experience in ambiguous and fast-paced environments.
• Experience with AI tools (Google Gemini, Claude) and embedding them in workflow.

Responsibilities

• Manage frequent calendar changes and last-minute requests with speed and professionalism.
• Coordinate end-to-end travel (domestic and international) for executives, accounting for time zones and preferences.
• Own the expense reporting process for executives and collaborate with Finance to address questions and policy requirements.

Skills

4+ Executive calendars

International travel coordination

Executive expense management

AI tools (e.g. Google Gemini, Claude)

Strong written and verbal communicate

Confidential information handling

Independent work ethic

Education

U.S. Citizenship required

Tools

Ramp

Job description

Air, based in Arlington, VA, seeks an experienced Scheduler to support 4-5 executives, ensuring calendar management, travel planning, and expense oversight in a fast-paced, mission-driven environment.

In this role you will coordinate complex scheduling, arrange domestic and international travel, and partner with Finance on expense reporting using Ramp. Strong communication and judgment protect executives’ time and enable exceptional execution.