Instant Teams · 1 day ago
Scheduling and Operations Coordinator
United States
Full-time
Remote
Entry, Mid Level
$20/hr - $20/hr
2+ years expInstant Teams is a customer experience marketplace that partners with top brands to provide remote support teams. They are seeking a Scheduling and Operations Coordinator to manage complex calendars, coordinate travel logistics, and handle expense management for executives, ensuring compliance with corporate policies.
Human ResourcesMarketplaceSaaSSoftware
Responsibilities
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
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
Track receipts throughout the month and submit accurate expense reports through Concur
Partner with Program Managers to distribute pre-reads and confirm presenter readiness for upcoming reviews
Qualification
Required
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
Benefits
Equipment provided
Company
Instant Teams
Saas Remote Team Marketplace
501-1000 employees
Funding
Current Stage
Late StageTotal Funding
$14.94MKey Investors
Tiger Global ManagementSquadra VenturesRight Side Capital Management
2022-03-09Series A· $13M
2020-02-11Seed· $1.5M
2019-09-05Pre Seed
Leadership Team
Liza Rodewald
Chief Executive Officer
Chuck Brousseau
Chief Operating Officer
Recent News
bluestartups.com
2025-08-25
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