Scheduling and Operations Coordinator

Instant Teams

full-time

Posted on: 1/22/2026

Location Type: Remote

✨ AI Apply

💰 $20 per hour

About the role

Manage complex, recurring, and cross-functional meetings while proactively resolving conflicts
Schedule internal and external meetings for up to 4 Director-level executives
Unblock calendar conflicts by understanding and applying executive priorities
Share executive availability with other administrative partners to facilitate large, high-level meetings
Maintain 1:1 trackers to ensure recurring meetings are happening at the desired frequency
Coordinate business flights, hotels, and ground transportation in line with executive preferences and corporate policy
Manage business travel logistics, including flights, hotels, and ground transportation, through Concur
Track receipts throughout the month and submit accurate expense reports through Concur
Partner with Program Managers to distribute pre-reads and confirm presenter readiness for upcoming reviews

High School Diploma or equivalent
2+ years of experience in high-volume scheduling or administrative support
Proven proficiency with Google Workspace
Prior experience in a remote-first work environment
Experience supporting public sector or mission-driven organizations
Ability to take initiative and move tasks forward without constant instruction
Comfortable picking up the phone to coordinate with external entities like the Pentagon or universities
Exceptional accuracy in managing complex schedules and participant lists
Proficient in Google Workspace, specifically Gmail and Google Calendar.

Benefits

Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard Skills & Tools

high-volume schedulingadministrative supportexpense reportingtravel logistics management

Soft Skills

conflict resolutioninitiativecommunicationaccuracycoordination

Certifications

High School Diploma