Senior Scheduler/Executive Assistant

The Fairness Project; San Francisco (CA); Vor Ort; USD 120.000 - 150.000; Vollzeit

Zusammenfassung

Fahr LLC acts as an umbrella to manage a portfolio of climate-related, philanthropic, and family-office activities. The Senior Scheduler provides high-level scheduling and administrative support to the Principal, coordinating a large calendar, meetings, travel, and personal commitments with discretion.

The role emphasizes strong organization, responsiveness, and the ability to balance competing priorities in a fast-paced environment, including potential team leadership and cross-team

Qualifikationen

• Experience supporting executive calendars and travel logistics.
• Ability to manage multiple priorities in a fast-paced environment.
• Proven judgment and discretion handling sensitive information.

Aufgaben

• Own day-to-day management of the Principal’s calendar and coordinating meetings.
• Coordinate domestic and international travel, itineraries, and logistics.
• Prepare meeting materials and briefing documents for upcoming commitments.
• Track action items and communicate schedule updates to stakeholders.
• Support personal appointments and ensure integration with the overall schedule.
• Maintain confidential records of contacts, meetings, and commitments.

Kenntnisse

Executive support

Calendar management

Travel planning

Discretion

Stakeholder communication

Jobbeschreibung

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 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 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.