Scheduler Philanthropic Investment Company Santa Monica, CA Job Details Contract $45 - $55 an hour 8 hours ago Qualifications Computer operation Teamwork Interpersonal skills Attention to detail Workforce management Full Job Description Scheduler This position is onsite at our Santa Monica location. Relocation expenses are not provided. This is contract-to-hire opportunity. Who We Are We are a highly dynamic, purpose-driven Single Family Office supporting a broad range of financial, investment, philanthropic, real estate, and operational activities across multiple entities, structures, and asset classes. Our work is complex but our approach is simple: be precise, act with discretion, and hold ourselves to a high standard of stewardship and accountability. At our core, we believe success should mean more than strong financial performance; it should create meaningful, lasting impact. That kind of positive impact doesn't happen alone. It requires people who care deeply about the quality of their work and approach it with disciplined execution, thoughtful collaboration, and operational excellence. Who You Are You are an exceptional scheduler who sees a schedule as more than a set of open shifts. You understand that the right person, in the right place, at the right time can materially improve service, continuity, employee experience, and the Principals' day-to-day lives. You are highly organized, calm under pressure, and unusually attentive to the human details behind a schedule. You learn how the organization operates, what each residence or assignment requires, who excels at particular types of work, and how travel, recovery time, time zones, consecutive workdays, and changing priorities affect whether a schedule is truly workable. You can balance competing needs without losing sight of the whole system: Principal and business priorities, employee availability, skills and preferences, coverage requirements, labor considerations, travel logistics, and the practical impact of last-minute changes. You are comfortable making recommendations, surfacing tradeoffs, and proposing better ways to deploy people rather than simply filling gaps. You build trust through accuracy, discretion, responsiveness, and fairness. You communicate clearly with employees and leaders, keep information current, and anticipate scheduling pressure before it becomes an operational problem. What You'll Do You will serve as an independent contributor responsible for coordinating and optimizing schedules across the organization, with particular focus on non-exempt domestic staff such as nannies, facilities associates, housekeepers, and other employees supporting residences and lifestyle operations. You will develop a deep understanding of organizational rhythms, Principal and business needs, residence requirements, employee capabilities, and travel patterns so that schedules support both excellent service and sustainable execution. Your work will include recurring schedules, short-notice coverage, domestic and international assignments, special events, travel support, and other operational needs. In addition to producing accurate schedules, you will identify patterns, capacity constraints, and opportunities to improve staffing models. You will partner with leads to translate scheduling data into practical recommendations about coverage, headcount, cross-training, and resource allocation. Key Responsibilities Enterprise Scheduling & Coverage Own the day-to-day development, maintenance, and communication of schedules for assigned teams and operational functions, with an emphasis on non-exempt domestic staff. Coordinate recurring schedules, shift coverage, time-off impacts, call-outs, special events, Principal needs, and short-notice changes across residences and other work locations. Match staffing to the actual needs of each assignment, considering required skills, experience, service standards, continuity, employee availability, and operational priorities. Maintain a reliable, current view of coverage and proactively identify gaps, conflicts, or over-reliance on particular employees before they become urgent. Balance consistency with flexibility so teams have dependable schedules while the organization can respond quickly to changing needs. Principal, Business & Employee Considerations Build sufficient knowledge of Principal preferences, business priorities, residence operations, events, travel, and service expectations to understand the context behind scheduling requests. Consider the full employee experience when building schedules, including consecutive workdays, early or late shifts, turnaround time, travel duration, time-zone changes, and the cumulative impact of demanding assignments. Use sound judgment when sequencing travel and assignments; avoid creating schedules that are technically possible but operationally or personally unsustainable, such as unnecessary multi-continent travel within a compressed period. Understand employee strengths, cross-training, certifications or specialized capabilities, and where individuals are most effective so coverage decisions reflect more than simple availability. Escalate meaningful tradeoffs, capacity constraints, or competing priorities to the appropriate lead with clear options and a recommended path forward. Domestic & International Travel Scheduling Coordinate staffing schedules for employees who may travel domestically or internationally in addition to supporting local residences. Partner with travel, executive support, household, facilities, and other teams as needed to align employee movements with Principal itineraries and operational requirements. Account for travel time, time-zone transitions, arrival and departure windows, required recovery time, local coverage, and contingency needs when assigning traveling staff. Maintain visibility into who is traveling, where they are assigned, when they return, and what local coverage is affected. Anticipate schedule changes created by evolving travel plans and develop practical backup coverage before changes become urgent. Schedule Optimization & Workforce Planning Analyze schedules and coverage patterns to identify recurring gaps, avoidable overtime, inefficient handoffs, excessive travel, uneven workloads, or other opportunities to improve deployment. Propose schedule designs that improve continuity, service quality, employee sustainability, and operational efficiency. Partner with Team Leads and functional leaders to estimate staffing and headcount needs based on coverage requirements, hours of operation, travel demands, planned time off, expected absences, special events, and growth in service needs. Create simple capacity models, scenarios, and recommendations that help leaders understand when additional headcount, temporary coverage, cross-training, or schedule redesign may be needed. Use scheduling data and operational observations to support better workforce planning and resource allocation decisions. Systems, Data & Process Improvement Maintain accurate scheduling records and ensure changes are reflected promptly in the appropriate systems and communication channels. Develop repeatable scheduling practices, documentation, templates, and operating rhythms that improve consistency and reduce manual coordination. Identify opportunities to use scheduling technology, automation, AI, reporting, or other tools to improve visibility, accuracy, forecasting, and communication. Partner with People, Payroll, Operations, and Team Leads to support accurate handoffs related to scheduled hours, overtime visibility, time off, and other workforce information, while maintaining appropriate role boundaries. Protect confidential information and exercise discretion when working with Principal schedules, employee information, travel plans, and operational details. Communication & Cross-Functional Partnership Serve as a central scheduling resource for employees, Team Leads, and operational partners, providing timely and clear information about assignments and changes. Communicate schedule changes with appropriate urgency and confirm that impacted employees and leaders have the information they need. Build productive relationships across domestic staff, Real Estate Operations, Principals & Lifestyle Services, Protective Services, People, Payroll, Travel, and Executive Support. Handle competing requests with professionalism, neutrality, and strong judgment, recognizing that scheduling decisions can directly affect both service delivery and employee experience. Continuously learn from leaders and employees to improve how schedules are built and how scheduling decisions are communicated. What You'll Bring 5+ years of progressively responsible scheduling, workforce coordination, dispatch, staffing, hospitality operations, residential operations, healthcare staffing, aviation, luxury service, or another complex 24/7 or high-touch operating environment. Demonstrated experience building schedules for hourly or non-exempt employees across multiple shifts, locations, or changing operational demands. Exceptional organizational skills and attention to detail, with the ability to manage a high volume of moving pieces without sacrificing accuracy. Strong judgment and systems thinking; able to look beyond availability and consider skills, continuity, workload, travel, fatigue, business priorities, and downstream operational impact. Experience coordinating domestic or international travel schedules, rotating assignments, event coverage, or geographically distributed teams strongly preferred. Ability to analyze staffing patterns and translate schedule data into practical recommendations about coverage, capacity, overtime, cross-training, and headcount. Comfort with scheduling and workforce-management systems, spreadsheets, reporting tools, and new technologies; ability to learn new platforms quickly. Working knowledge of wage-and-hour and scheduling considerations affecting non-exempt employees, with the judgment to partner with People or Payroll when interpretation is required. Excellent written and verbal communication skills, including the ability to communicate last-minute changes calmly and clearly. High emotional intelligence, discretion, professionalism, and integrity in a confidential environment. Ability to work independently, prioritize effectively, and make sound decisions amid ambiguity and rapidly changing circumstances. Bachelor's degree preferred; equivalent relevant experience will be considered. Key Working Relationships This role partners closely with: Team Leads and functional leaders across the organization Non-exempt domestic staff, including nannies, facilities associates, housekeepers, and other residence-based employees Principals & Lifestyle Services Real Estate Operations Operations, People & Technology People and Payroll partners Executive Assistants and travel partners Protective Services leadership Other employees whose assignments require coordinated local, domestic, or international coverage Role Clarity This is an independent contributor role focused on enterprise scheduling, coverage coordination, schedule optimization, and workforce-planning support. The Scheduler does not directly manage the employees whose schedules they coordinate and does not replace the accountability of Team Leads for performance management, service standards, or functional decisions. The Scheduler is expected to use judgment and make recommendations. Success requires understanding the context behind requests, recognizing when a proposed schedule creates operational or employee risk, and partnering with the appropriate lead to resolve tradeoffs. Final decisions regarding staffing levels, employee relations, compensation, and policy interpretation remain with the responsible leaders and functional partners. Physical Requirements/Work Environment Prolonged periods of sitting or standing and working on a computer for 8+ hours/day Ability to work onsite in a fast-paced executive environment with frequent interaction across multiple residences and operational locations Ability to travel domestically and internationally as business needs require Availability outside standard business hours, including early mornings, evenings, weekends, and holidays, when scheduling changes or time-sensitive operational needs require support Work Authorization/Security Clearance Requirements Must be authorized to work in the United States Compensation The expected hourly rate for this position is $45-55.00 per hour . Actual compensation will be determined based on experience, skills, location, and other job-related factors. EEO Statement We are an Equal Opportunity Employer committed to a work environment that supports and respects all individuals. We do not discriminate on any basis protected by applicable federal, state, or local law. We are committed to providing reasonable accommodations for qualified individuals with disabilities and for religious beliefs and practices, in accordance with applicable law. Important Notices For the health and safety of our employees and the workplace, all employees are expected to be up to date on required vaccinations, including Influenza, COVID-19, and Tdap received within the last 10 years, and to receive annual influenza and

COVID-19

vaccine, unless a reasonable accommodation is approved based on a medical condition or sincerely held religious belief. This job description is not intended to cover every activity, duty, or responsibility required of the role. Duties, responsibilities and activities may change at any time, with or without notice, based on business needs or strategic priorities. Nothing in this job description alters the at-will nature of employment. Availability outside standard business hours may be required. Compliance with Company policies and procedures is required at all times.

Pay:

$45.00 - $55.00 per hour Application Question(s): What are your pay expectations (hourly)? What experience do you have working with UHNW family offices, professional services firms, or legal environments, project coordination, operations, legal administration, or related experience do you have? Please provide example of relevant experience and how it relates to this role OR where on your resume can these details be seen? Do you understand this is a contract-to-hire opportunity? Do you wish to proceed? Are you commutable distance to Santa Monica? Please describe your experience coordinating and optimizing staffing schedules across an organization. Please provide a detailed explanation of your scheduling, workforce coordination, dispatch, staffing, hospitality operations, residential operations, healthcare staffing, aviation, luxury service, or another complex 24/7 or high-touch operating environment experience you may have.

Work Location:

In person