Corporate Aircraft Scheduler Dispatcher
Core
Primary point of contact for planning, scheduling, coordinating, and supporting all company aircraft operations to ensure safe, compliant, efficient, and seamless travel experiences for executives and team members.
Role type
Corporate Aircraft Schedule Dispatcher
Builds
Domestic and international flight operations, including charter, commercial airline, and alternative transportation arrangements.
Domain
Corporate Aviation / Flight Operations
Required skills
FAA regulations knowledge, flight operations, aviation weather, airport operations, flight planning processes, domestic and international travel logistics coordination, aviation scheduling systems, trip-support platforms, organizational skills, attention to detail, analytical abilities, problem-solving, decision-making, verbal and written communication, Microsoft Office Suite proficiency, confidentiality management, independent work, sound judgment under pressure, flexibility for after-hours support.
Preferred skills
Associate's or Bachelor's degree in Aviation, Business Administration, Logistics, or related field, Part 91 corporate flight department experience, FAA Aircraft Dispatcher certification, pilot certificate, NBAA Certified Aviation Manager (CAM) coursework, aviation scheduling/reporting/trip-planning software experience, customs/immigration/landing permit/overflight permit knowledge.
Responsibilities
Schedule and coordinate executive and team member travel utilizing company aircraft in accordance with FAA regulations and company policies; Serve as the primary liaison between passengers, executive assistants, flight crews, and aviation leadership regarding travel requests and itinerary changes; Utilize aviation scheduling and flight planning systems to manage aircraft schedules, crew availability, and passenger requirements; Monitor daily flight operations and communicate schedule updates, delays, or operational changes to stakeholders; Coordinate aircraft utilization based on crew availability, maintenance schedules, airport restrictions, weather conditions, and operational limitations; Recommend efficient and cost-effective travel solutions while maintaining exceptional service standards; Arrange charter, commercial airline, or alternative transportation when company aircraft are unavailable or alternative options are advantageous; Coordinate hotel accommodations, ground transportation, catering, and other travel-related services; Develop and maintain detailed trip itineraries and distribute updates to passengers and flight crews; Evaluate Fixed Base Operator (FBO) options to identify the most cost-effective fuel pricing and service agreements; Coordinate with FBOs, fuel providers, airport authorities, customs agencies, and ground handling vendors; Verify that all passenger services and operational support requirements are in place prior to aircraft arrivals and departures; Maintain current information regarding airport operations, fuel availability, destination requirements, and support services; Coordinate international trip planning, including landing permits, overflight permits, customs and immigration requirements, security protocols, and ground handling arrangements; Ensure passenger and crew documentation complies with international regulations and travel requirements; Maintain knowledge of international operating procedures, entry restrictions, and security requirements; Partner with third-party trip support providers to facilitate safe and compliant international operations; Assist Aviation leadership with maintaining required operating authorizations and permissions; Coordinate with flight crews and aviation management to evaluate trip-related risks and support safe flight operations; Review and distribute Notices to Air Missions (NOTAMs), Temporary Flight Restrictions (TFRs), and operational advisories; Maintain records supporting regulatory compliance, operational control, and departmental audits; Report hazards, safety concerns, incidents, or operational risks through established reporting channels; Participate in the department's Safety Management System (SMS), including risk assessment and continuous improvement initiatives; Maintain current knowledge of aviation regulations, industry standards, and operational best practices; Maintain accurate records for flight schedules, passenger manifests, permits, fuel purchases, trip expenses, and operational documentation; Manage fuel vendor databases, pricing agreements, and fuel procurement programs; Establish and maintain strong working relationships with aviation vendors, service providers, FBOs, transportation companies, and handlers; Process invoices and expenses for fuel, airport fees, hangar charges, permits, maintenance expenses, and vendor services; Assist with budget tracking, expense reconciliation, forecasting, and month-end accrual processes; Coordinate with Accounts Payable to ensure timely processing of invoices and vendor payments; Support reporting requirements by providing operational and financial data as needed; Deliver exceptional customer service while maintaining professionalism, discretion, and confidentiality; Communicate regularly with executive assistants and leadership regarding travel plans and operational updates; Identify opportunities to improve scheduling efficiency, service quality, operational effectiveness, and cost management; Participate in training and professional development programs to enhance aviation operations knowledge; Support departmental initiatives and continuous improvement efforts.
Seniority
Mid-level, hands-on IC