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The Aviation Scheduler is the primary contact for corporate aviation scheduling and travel coordination. This role 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. The Aviation Scheduler also serves as a resource for scheduling operations and supports continuous process improvement.
Responsibilities/Expectations:
- 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; prepare operational documentation and reports; and ensure compliance with aviation regulations, policies, and procedures
- Identifies opportunities to improve scheduling processes, operational efficiency, and service delivery
- 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.
- Other duties as assigned
Education/Years of Experience:
- Required: High School Diploma or GED and minimum four (4) years of experience in aviation scheduling, flight operations coordination, corporate aviation support, or related experience
- Preferred: Associate's Degree in Business, Aviation Management, or a related field and minimum six (6) years of experience in aviation scheduling, flight operations, corporate aviation, or related experience
Other Requirements:
- 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: Experience supporting executive and senior leadership travel operations
- Preferred: Knowledge of international flight planning requirements, customs regulations, and international trip support coordination
- Preferred: Experience preparing operational reports and supporting departmental administrative or accounting processes
- Preferred: Experience coordinating aircraft handling services, vendor relationships, and contract service providers in a corporate aviation environment
- Preferred: Experience training or mentoring less experienced scheduling or operational support personnel
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Why Tulsa?
Because here, you don't have to choose between career and lifestyle. Tulsa is a growing hub for innovation and energy, paired with a vibrant arts scene, great food, and a cost of living that actually lets you enjoy it all. Think shorter commutes, bigger impact and a community that feels like home from day one. Check out ExperienceTulsa.com to learn more.
We invest in our people in ways that actually show up in your day-to-day, not just on paper. Our Total Rewards are built to support how you work, live, and plan for what's next.
Here's a look at what that means:
- Strong pay plus an annual incentive program
- Hybrid work for most office roles, plus real flexibility in many field positions
- Medical, dental, and vision coverage with options that fit your life, not the other way around
- 401(k) with company match and an annual company contribution
- Paid time off, including company and floating holidays
- Paid parental leave (up to six weeks per parent), plus fertility and adoption support
- Advanced AI tools and resources to help level up and work smarter
- Clear paths to grow your career, with a strong culture of promoting from within
- Tuition reimbursement and support for continuing education
- HSA and FSA options
- Company-paid life insurance and disability coverage
- Employee stock purchase plan
- Domestic partner benefits
- Employee resource groups, wellness support, paid volunteer time, and company matching for causes you care about
Eligibility and benefits are governed by the terms of the applicable plan or program document which can be amended or terminated at any time.
For more information, please visit Total Rewards | Williams Companies.
Williams is committed to creating a diverse and inclusive environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity and expression, national origin, age, marital status, disability, veteran status, genetic information or any other basis protected under applicable discrimination law.
Education Requirements:
Skill Requirements: