Family Scheduler & Logistics Manager in Carmel, Indiana at Oxford Financial GRP

FAMILY SCHEDULER AND LOGISTICS MANAGER

OVERVIEW

Oxford is assisting a private family hiring a Family Scheduler and Logistics Manager.

A private Indianapolis family seeks an experienced Family Scheduler and Logistics Manager to own the family calendar and the logistics that surround it. This is a detail-driven role for someone who works independently and anticipates what is coming: five children between the ages of 6 and 13, two school systems, year-round athletics in multiple sports, and business and personal travel that must never collide. The role spans calendar management, school and academic tracking, children's activities and appointments, transportation scheduling and monitoring of that schedule, travel planning and itineraries, and maintenance of the family's digital House Management Binder. The family holds a high standard for accuracy: calendar entries, itineraries and written communication are expected to be correct, complete and carefully proofread per required formats. Discretion and complete confidence is essential. This position works alongside the House Manager/Family Assistant and does not replace it.

HOUSEHOLD OVERVIEW

The Family Scheduler and Logistics Manager supports the family at their primary residence in Indianapolis. The household includes two adults and five children, ages 6 to 13, enrolled across two separate school systems and participating in year-round athletics and activities, including dance, basketball, baseball and soccer. The role reports to the family office, meets twice weekly with the father's business office to reconcile business and personal travel and commitments, and holds a weekly coordination check-in with the mother, with regular standing meetings with the family Executive Director. The role works alongside the House Manager/Family Assistant, who handles household operations; uniforms and equipment; and school and activity pickups, and coordinates daily with that person on what each child needs prepared and packed. The family retains Integrity Home Management, Inc. for property-side services. This role replaces neither.

KEY RESPONSIBILITIES

• Family calendar and placeholders: Own the family calendar as the single source of truth. Enter every appointment, activity, trip and commitment for the children and the principals, including placeholders for tentative or pending items so nothing is double-booked. Verify details before posting; entries are expected to be accurate, complete and carefully proofread following calendar guidelines.
• School and academic tracking: Monitor both school systems daily. Track homework, projects, assessments, reading logs and deadlines for all five children; post due dates and study blocks to the family calendar and children's Skylight calendars; flag missing or late work promptly. Track conferences, early dismissals, breaks, field trips and permission slips. Submit an email to parents twice weekly with updates regarding assignments, grades and school notifications.
• Activities and athletics: Maintain the full year-round activity schedule across dance, basketball, baseball, soccer and any additional programs. Track practices, games, tournaments, recitals, schedule changes and activity-related travel for each child, and distribute updated schedules to the family and household staff as they change. Download and monitor the review apps associated with extracurricular activities daily.
• Coordination with the House Manager/Family Assistant: Provide a daily lookahead of what each child needs, including sports bags, uniforms and kits, bookbags and equipment, in time for it to be prepped and ready. Confirm the handoff each day and close any gaps.
• Transportation scheduling: Schedule drivers for every school run, practice, game, appointment and activity, and confirm coverage in advance. This role is accountable for ensuring no child is left without a confirmed pickup; arrange back-up coverage immediately when a driver falls through and notify the family. This position schedules transportation and does not drive.
• Medical and appointments: Schedule and track doctor, dental, orthodontic and specialist appointments for the children and the principals; coordinate around school and activity commitments; maintain records of upcoming and completed visits.
• Business and personal calendar reconciliation: Meet twice weekly with the father's business office to review the schedule and upcoming and planned activities, ensuring business and personal travel and commitments do not overlap. Raise conflicts early and propose resolutions rather than escalating them unresolved.
• Travel planning and itineraries: Arrange family travel, including flights (commercial and private), curated catering menus for each family member, hotels, ground transportation and car services. Prepare a detailed written itinerary for every trip and review it with the mother in advance of departure. Coordinate travel for children and guests and manage travel memberships and frequent flyer programs.
• Accounts, portals and credentials: Maintain the family's logins and access for travel, school, medical, activity and other family portals. Store all credentials in the family's password manager and the digital House Management Binder rather than personally; keep account details current and available to authorized household staff; return or surrender all access at the end of employment.
• House Management Binder: Maintain the digital House Management Binder as the household's system of record, including logins; portals and websites; contacts; preferences; travel information; preferred hotels and airlines; catering and vendor details; and standing routines. Keep it current as details change so an authorized person can step in without disruption.
• Communication and confirmations: Send timely confirmations and reminders for appointments, activities and travel; provide prompt updates by phone, text or email; and communicate schedule changes to everyone affected, including household staff and outside providers.
• Discretion: Maintain strict confidentiality regarding the family, the children and the household at all times.

QUALIFICATIONS

• Minimum five years of experience providing administrative, scheduling or executive support in a fast-paced environment (private household, family office or executive PA experience preferred); experience supporting a household with multiple school-age children is strongly preferred, and verifiable long-tenure references are required.
• Comfortable with modern technology, including advanced Outlook and/or Google Calendar skills, school and family portals and shared password managers.
• Demonstrated ability to work independently while exercising sound judgment.
• Outstanding organizational skills and an exacting standard for accuracy; calendar entries, itineraries and written communication are expected to be correct, complete and free of spelling or detail errors.
• Excellent written and verbal communication abilities.
• Professional demeanor and high level of discretion regarding confidential matters.
• Strong problem-solving capability and adaptability to frequent change.
• Bachelor's degree or equivalent work experience preferred.
• Warm, patient and consistent with children, and able to hold routines across a wide range of ages.
• Reliable transportation and a valid driver's license; eligible to work in the U.S.
• Willing to complete background, reference and driving record checks and to sign a confidentiality agreement.

SCHEDULE, COMPENSATION AND EMPLOYMENT TERMS

• Full-time, in-person, live-out position based at the individual's home or family office space in Indianapolis.

Hours and Scheduling Philosophy

Hours are structured initially, with the expectation that they evolve into self-managed flexibility as the candidate demonstrates organization, follow-through and advance planning. Flexibility is earned through a consistent rhythm of work rather than being granted upfront.

Initial and Training Structure (School Year)

Split shift:

• 6:00 to 8:00 a.m. (morning routine and drop-off)
• 1:00 to 7:00 p.m. (pickup, evening activities and next-day and next-week coordination)

These fixed hours apply during onboarding through the 120-day review period.

Planning Cadence (Example)

• The following week's pickups, drop-offs and schedule are drafted by the prior Monday, ideally further in advance when possible; this cadence adjusts once a full-time nanny is hired and onboarded.
• The plan is reviewed and finalized during a standing Tuesday meeting with the family.
• After the 120-day review, once the schedule is finalized, the Scheduler is on call for last-minute changes rather than working fixed hours to accommodate them.

Summer

The 120-day period will have passed, so the individual should be operating under self-managed flexibility.

Travel Weeks

The Scheduler will be on call rather than working full hours, consistent with the same planning-ahead principle.

Response Time

• Urgent, kid-related matters (pickup changes, illness, safety): Immediate response, communicated as soon as the Scheduler becomes aware of the issue, regardless of the time of day.
• Routine matters: Same-day response and acknowledgement during core hours, or addressed through the Monday and Tuesday planning cycle if schedule-related.

Time zones may affect working hours when the family is traveling.