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This role acts as the logistical engine for the team by managing complex executive calendars and coordinating travel arrangements. The coordinator also handles expense reporting and ensures presenter readiness for high-level meetings.
ATTENTION MILITARY AFFILIATED JOB SEEKERS - Our organization works with partner companies to source qualified talent for their open roles. The following position is available to Veterans, Transitioning Military, National Guard and Reserve Members, Military Spouses, Wounded Warriors, and their Caregivers. If you have the required skill set, education requirements, and experience, please click the submit button and follow the next steps.
This is a remote role, but the following locations are excluded:
OCONUS, California, Illinois, Iowa, Montana, New Hampshire, Rhode Island, Seattle, WA, and Washington DC
This role acts as the logistical engine for our team. In addition to masterfully managing complex calendars, you handle the end-to-end travel and expense lifecycle, ensuring executives remain compliant with corporate policy. This role necessitates daily, direct phone communication with high-level executives and external partners.
Day In The Life:
Strategic Scheduling:
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
Ensure all calendar invites include necessary context, color-coding, and travel time.
Travel Logistics:
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 and in line with executive preferences
Work with administrative partners to ensure all travel and business items are properly
categorized and compliant with corporate policy
Expense Management:
Track receipts throughout the month and submit accurate expense reports through Concur.
Review Readiness:
Partner with Program Managers to distribute pre-reads and confirm presenter readiness for upcoming reviews
#LI-Remote
Must-Haves:
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.
Position Info:
Pay: $19.50
Schedule:
Training: Monday-Friday, 9am - 5pm EST for 1-2 weeks
Post-Training: Monday-Friday, 9am - 5pm EST | 30 minute lunch |37.5hrs per week
This position is 100% remote
Start Date: October 16
Equipment provided
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