Jet Aviation Staffing-Flight Schedule Coordinator

POSITION SUMMARY

A dynamic and fast-paced managed flight department operating three corporate jets is seeking a Flight Schedule Coordinator to join their team based in Massachussetts. The department currently includes 12 pilots, 4 mechanics, and 3 support staff. This role will be based Massachusetts.

The Flight Schedule Coordinator will work closely with the Lead Pilot, Lead Mechanic, company executives, and their assistants on a daily basis. This position reports directly to the Manager of Flight Operations and collaborates regularly with the Outside Management Company (which manages the aircraft) and the Chief Administrative Officer.

Schedule:  HYBRID

Key Responsibilities:

• Coordinate aircraft and crew scheduling to support executive and employee travel.
• Assist requesters in planning efficient and effective travel itineraries.
• Monitor flights in progress and communicate itinerary or passenger changes to crew and stakeholders.
• Maintain accurate records of completed flight activity using internal databases.
• Provide on-call scheduling support during assigned after-hours, weekend, and holiday shifts.

Primary Duties:

• Monitor and respond to scheduling requests via the department’s dedicated email.
• Enter and update trip details in the scheduling system.
• Coordinate with the Outside Management Company and internal leadership to assign appropriate aircraft and crew.
• Resolve scheduling conflicts by working with senior management to prioritize trips.
• Explore alternative travel options, including rescheduling or charter services—when company aircraft are unavailable.
• Finalize trip details with requesters, including itineraries, passenger lists, catering, and special service needs.
• Ensure all passengers have valid travel documents for international trips.
• Arrange ground transportation, catering, and commercial airline bookings as needed.
• Publish and update aircraft and crew schedules in real time.
• Track aircraft during flights and provide status updates to relevant parties.
• Manage enroute changes and assess their impact on other scheduled events.
• Develop contingency plans for delays due to mechanical issues or weather.
• Record post-trip data and generate reports for internal use and compliance.
• Assist in preparing usage reports (both upcoming and historical).

Qualifications & Requirements:

• Exceptional attention to detail and ability to perform under pressure in a high stakes scheduling environment.
• Strong multitasking skills and adaptability in a fast-paced setting with shifting priorities.
• Availability to provide on-call scheduling support after-hours, weekends, and holidays as needed Excellent interpersonal and communication skills, both written and verbal.
• Experience working with executive-level travel coordinators is highly desirable.
• Prior experience in aircraft scheduling or dispatching is preferred but not required.
• Familiarity with international travel planning is a plus.
• Experience with scheduling software is preferred.
• Proficiency in Microsoft Office Suite is required.

Travel Requirements:
·    None expected.

Compensation:

              The likely salary range for this position is $90,000-$100,000. This is not, however, a guarantee of compensation or salary. Rather, salary will be set based on experience, geographic location and possibly other requirements.

Additional Information:

This job description is intended to outline the general nature and level of work performed. It is not an exhaustive list of all responsibilities, duties, or qualifications. The role may evolve, and additional tasks may be assigned as needed.