Aviation Scheduler

Primary contact for corporate aviation scheduling and travel coordination. Independently manages complex flight logistics, executive travel needs, and operational support while partnering with passengers, flight crews, and vendors to deliver safe, efficient, and seamless travel experiences. Serves as a resource for scheduling operations and supports continuous process improvement.

Responsibilities

• Coordinates company aircraft and approved charter travel, ensuring safe, efficient, and timely support of business and executive travel needs.
• Manages end-to-end trip planning, including scheduling, itinerary development, passenger and crew coordination, flight following, and operational support.
• Serves as the primary liaison for passengers, executive assistants, flight crews, FBOs, and vendors, providing proactive communication and exceptional customer service.
• Resolves scheduling conflicts, operational disruptions, weather impacts, and urgent travel requests using sound judgment and problem-solving skills.
• Coordinates aviation support services, including fueling, aircraft handling, hangar arrangements, international trip support, ground transportation, accommodations, and catering.
• Maintains accurate flight, passenger, crew, and aircraft records; prepares operational documentation and reports; and ensures compliance with aviation regulations, policies, and procedures.
• Identifies opportunities to improve scheduling processes, operational efficiency, and service delivery.
• Schedules, revises, and cancels flights; coordinates aircraft schedules according to crew availability, mechanical requirements, weather, customer requests, and government regulations.
• Advises appropriate personnel of potential delays or cancellations.
• Requires flexibility to support flight operations outside standard business hours, including weekends, holidays, and on-call coverage as needed or scheduled. Office-based position with frequent coordination across operational teams.
• Performs other duties as assigned.

Requirements

• High School Diploma or GED required; Associate's Degree in Business, Aviation Management, or a related field preferred.
• Minimum four (4) years of experience in aviation scheduling, flight operations coordination, corporate aviation support, or related experience; six (6) years preferred.
• Working knowledge of aircraft scheduling, trip planning, crew duty and rest requirements, aviation operations, and regulatory requirements.
• Demonstrated ability to independently manage multiple concurrent trips, schedules, and priorities with limited oversight.
• Strong communication and customer service skills with the ability to support executives, passengers, flight crews, vendors, and service providers.
• Strong organizational, problem-solving, and attention-to-detail skills.
• Ability to exercise discretion and maintain confidentiality of sensitive travel and passenger information.
• Proficiency with aviation scheduling software, trip planning systems, and standard business applications.

Preferred Qualifications

• Experience supporting executive and senior leadership travel operations.
• Knowledge of international flight planning requirements, customs regulations, and international trip support coordination.
• Experience preparing operational reports and supporting departmental administrative or accounting processes.
• Experience coordinating aircraft handling services, vendor relationships, and contract service providers in a corporate aviation environment.
• Experience training or mentoring less experienced scheduling or operational support personnel.