Flight Coordinator

Overview

The Flight Coordinator provides administrative and operational support for domestic and international flight operations for a small flight department with an annual average of 200 flight hours. This role includes scheduling and monitoring flights, coordinating crew and passenger logistics, preparing and verifying trip documentation, and serving as the primary point of contact during active trips. The position works closely with the Chief Pilot, Chief Mechanic, and others to ensure safe, compliant, and seamless flight operations while maintaining the highest level of discretion and service.

This part-time role entails 20-25 hours per week and places a strong emphasis on flexibility. The weekly schedule may be arranged in a variety of ways based on operational needs and the candidate preference. On-site availability is anticipated during core business hours of 10am – 2pm, with the expectation that the employee will come on-site as needed to support business operations.

During peak travel periods, weekly hours may temporarily increase and support may be required outside of standard business hours where work can be performed off-site to accommodate flight operations across crew locations and time zones.

• Schedule, coordinate, and monitor all domestic and international flights, including flight following
• Maintain a master department calendar reflecting all operational activities and schedules
• Perform a variety of administrative and compliance-related tasks which can include: trip documentation, making reservations for flight crew, obtaining required permits and visas, customs documentation, coordinating catering, assist with passport renewals as needed, maintaining inventory of supplies, invoice processing, and providing trip support as needed.
• Maintain strict confidentiality and discretion of the Flight Crew and Passengers
• Performs additional duties as assigned by the Chief Pilot

• Minimum of 2 years of international travel planning experience in a translatable role
• Ability to maintain confidentiality and discretion
• Strong customer service mindset with a proactive, service-oriented approach
• Strong ability to work collaboratively across the department with excellent written and verbal communication skills
• Exceptional organizational skills with a high level of attention to detail & ability to prioritize
• tasks
• Knowledge of “Airplane Manager” software is preferred

Employees (and their eligible dependents) are covered by medical (with health savings account contributions for participants in our high deductible health plan), dental, and vision. Our benefits also include disability insurance, life/accidental death and dismemberment insurance, employee assistance program, 401k with matching employer contributions, PTO days, paid company holidays per year, maternity leave, parental leave, adoption assistance, and paid sick time of one hour for every 30 hours worked.

In addition, our employees are eligible for annual bonuses and other discretionary bonuses.

Intellectual Ventures was founded on the certainty that ideas have value. It is with that same certainty we acknowledge that not all ideas are equally valued. Our ability to champion impactful invention demands a diverse array of talent supported within an environment where all team members are included and empowered to do their best work. As an organization we learn from our past, address current issues, and remove lingering systems that create, maintain, or promote inequities throughout the workplace.

We are committed to building a more diverse and inclusive environment by adopting and advancing equitable practices and processes. Learn more.