Scheduling and Operations Coordinator

Instant Teams is hiring four Scheduling and Operations Coordinators for Calendar, Travel, and Expense management. 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

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: $20
• Schedule:
  • Training: On-the-job
  • Post-Training: Standard business hours in the assigned executive's time zone 
• This position is 100% remote
• Start Date: End of February 2026
• Equipment provided

Due to specific position requirements, we cannot hire from the following locations for this opportunity: OCONUS, California, Illinois, Iowa, Montana, New Hampshire, Rhode Island, Seattle, WA, and Washington DC

* In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.
 

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Notes

Other Duties

This is not necessarily a complete list of responsibilities, skills, duties, or requirements associated with the job. While this list is intended to be an accurate reflection of the current job, the Company reserves the right to revise the functions and duties of the job or to require that additional or different tasks be performed when circumstances change, (i.e., emergencies, changes in personnel, workload, rush jobs, or technological developments.)

EEO and Harassment Statement

Instant Teams provides equal employment opportunities (EEO) to all applicants, contractors, and employees without regard to race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. This policy applies to all terms and conditions of work, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

Instant Teams expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. Improper interference with the ability of Instant Teams’ contractors and employees to perform their job duties may result in discipline up to and including discharge.

About Us

As a customer experience (CX) marketplace, Instant Teams partners with nation's top brands and companies through a suite of talent solutions that range from building out remote support teams to identifying a direct hire - all by sourcing from their remarkable and diverse talent community. As a mission-centric company, they have a proven track record of generating thousands of remote job opportunities and have significantly improved the financial well-being of military families, generating over $40 million in economic impact.