Scheduler

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 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.
• 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.

Voluntary Self-Identification

For government reporting purposes, we ask candidates to respond to the below self-identification survey.Completion of the form is entirely voluntary. Whatever your decision, it will not be considered in the hiringprocess or thereafter. Any information that you do provide will be recorded and maintained in aconfidential file.

As set forth in Air’s Equal Employment Opportunity policy,we do not discriminate on the basis of any protected group status under any applicable law.

If you believe you belong to any of the categories of protected veterans listed below, please indicate by making the appropriate selection.As a government contractor subject to the Vietnam Era Veterans Readjustment Assistance Act (VEVRAA), we request this information in order to measurethe effectiveness of the outreach and positive recruitment efforts we undertake pursuant to VEVRAA. Classification of protected categoriesis as follows:

A "disabled veteran" is one of the following: a veteran of the U.S. military, ground, naval or air service who is entitled to compensation (or who but for the receipt of military retired pay would be entitled to compensation) under laws administered by the Secretary of Veterans Affairs; or a person who was discharged or released from active duty because of a service-connected disability.

A "recently separated veteran" means any veteran during the three-year period beginning on the date of such veteran's discharge or release from active duty in the U.S. military, ground, naval, or air service.

An "active duty wartime or campaign badge veteran" means a veteran who served on active duty in the U.S. military, ground, naval or air service during a war, or in a campaign or expedition for which a campaign badge has been authorized under the laws administered by the Department of Defense.

An "Armed forces service medal veteran" means a veteran who, while serving on active duty in the U.S. military, ground, naval or air service, participated in a United States military operation for which an Armed Forces service medal was awarded pursuant to Executive Order 12985.