Senior Manager, Flight Scheduling and Operations Administration

This is a Full Time Job

Who are we hiring:

The Senior Manager Flight Scheduling & Administration provides day-to-day leadership for the aviation department's flight scheduling, dispatch coordination, trip administration, and operational support functions. This role reports directly to the Senior Director Aviation & Corporate Travel Operations and serves as the first-line leader for aviation dispatchers and assigned scheduling and coordination support personnel.

The Senior Manager is responsible for ensuring that flight scheduling, trip coordination, itinerary preparation, aircraft activity monitoring, vendor communication, recordkeeping, and administrative support are executed accurately, timely, and in alignment with department standards. This role serves as the practical operating link between the dispatch team and aviation leadership, helping ensure that information flows clearly across flight operations, maintenance, flight attendants, safety, finance, executive assistants, vendors, and corporate travel support. The Senior Manager must be comfortable supporting complex executive travel, escalating operational concerns appropriately, and maintaining the administrative discipline required of the role.

What will you do?
• Lead aviation dispatchers and assigned scheduling support personnel responsible for daily flight scheduling, trip coordination, itinerary preparation, and operational administration.
• Serve as the first-line supervisor for dispatcher workload, shift coverage, task prioritization, team communication, and daily operating discipline.
• Support the Senior Director Aviation & Corporate Travel Operations by ensuring scheduling, dispatch coordination, and administrative processes are executed consistently and accurately.
• Maintain operational awareness of company aircraft, charter lift, fractional providers, rotorcraft activity, and other approved aviation resources.
• Coordinate with flight crews, maintenance, flight attendants, executive assistants, family office staff, aviation vendors, and internal stakeholders to support seamless trip execution.
• Monitor trip activity, schedule changes, aircraft movements, crew updates, weather concerns, airport constraints, vendor requirements, and other operational factors affecting aviation support.
• Prepare, review, and maintain trip itineraries, passenger information, vendor confirmations, aircraft schedules, movement records, and related operational documentation.
• Manage vendor coordination involving FBOs, handlers, ground transportation providers, fuel providers, catering providers, charter operators, fractional providers, and trip support agencies.
• Escalate operational disruptions, service issues, schedule conflicts, weather impacts, vendor concerns, or executive travel sensitivities to the Senior Director or other aviation leadership as appropriate.
• Ensure dispatchers follow established aviation department procedures, communication standards, documentation practices, and service expectations.
• Support trip-level cost tracking, invoice review, expense documentation, vendor reconciliation, and coordination with Finance and Accounting as directed.
• Assist with operational reporting, activity summaries, schedule data, vendor performance information, and administrative records used by aviation leadership.
• Support aviation safety administration, as applicable, through accurate documentation, operational follow-up, and coordination of safety-related administrative items.
• Maintain proficiency in aviation scheduling, dispatch, and operational management systems, including FOS or similar platforms.
• Promote a culture of safety, accountability, discretion, accuracy, service excellence, and operational readiness within the scheduling and dispatch team.
• Provide hands-on scheduling, dispatch coordination, or administrative support when required to maintain continuity of the aviation coordination function.
• Provide exceptional experiences for our guests, partners, and team members, including by adhering to our appearance and presentation guidelines while on-site.

What do you need to succeed?
• 8 years of related experience.
• Bachelor's degree or equivalent experience in Aviation Management, Business Aviation, Business Administration, Operations Management, Safety, or related field preferred.
• FAA Aircraft Dispatcher Certificate preferred.
• Experience supervising or leading aviation dispatchers, schedulers, coordinators, or operational support personnel preferred.
• Strong understanding of corporate aviation operations, executive travel support, trip coordination, aircraft scheduling, and vendor coordination.
• Working knowledge of FAA Part 91, 91(k), and 135 aviation operations preferred.
• Working knowledge of the National Airspace System, aviation weather, NOTAMs, airport constraints, air traffic flow initiatives, and operational planning considerations.
• Experience supporting large-cabin business aircraft operations and complex domestic or international executive travel preferred.
• Strong communication, organization, prioritization, judgment, and problem-solving skills.
• Ability to manage multiple operational priorities while maintaining exceptional accuracy and attention to detail.
• Ability to interact professionally with flight crews, executive assistants, senior leaders, family office staff, vendors, and internal business partners.
• Demonstrates discretion, confidentiality, composure, professionalism, and sound judgment in sensitive operating environments.
• Proficient in Microsoft Word, Excel, Outlook, PowerPoint, aviation scheduling systems, and related business systems.
• Experience with aviation scheduling and operational management software such as FOS or similar systems.

Special Requirements:
• Ability to work a flexible schedule inclusive of evenings, weekends, nights, holidays, and operational coverage as required.
• Ability to maintain situational awareness and operational support within a 24/7 aviation environment.
• Ability to travel domestically as required.

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