Analyst, Scheduling

At Athena, we empower possibility through transformative delegation. True leaders reflect on what they want in life and map the path to get there. We clear the way by pairing exceptional Philippine-based EAs with our driven clients and ensuring both receive ongoing support throughout the journey. The result is 10x more leverage, more time, and a greater impact on our clients' work and lives.

With a waitlist growing by the day, Athena has already showcased compelling demand. As part of the Athena team, you will have an exponential opportunity, empowering the fiercely ambitious to reach the most audacious goals.

Role Overview

The Scheduling Analyst at Athena will be responsible for forecasting workload, planning headcount capacity, and analyzing service delivery metrics to ensure that our operations team can meet current and future demands. This role plays a critical part in optimizing the efficiency and effectiveness of our operational support, contributing directly to the success of our executive assistant-client partnerships.

Duties & Responsibilities

● Forecasting:
○ Develop and maintain accurate forecasts of workload and staffing requirements.
○ Analyze historical data, business trends, and other relevant factors to predict
future service demands.
○ Facilitate monthly reviews of Actual vs Forecast with ODs and VPs
● Scheduling:
○ Utilize forecasting and capacity planning to schedule staff effectively, ensuring
optimal workforce utilization and meeting business requirements.

● Capacity Planning:
○ Assess current headcount capacity and project future staffing needs based on
forecasted demand.
○ Identify staffing gaps and make recommendations for hiring or reallocating
resources.
○ Manage the staffing assignment process from client selection through to
assignment confirmation, ensuring transparency and adherence to operational
criteria.
○ Collaborate with finance to maintain an accurate position ID database, integrating it into the overall workforce management system.
○ Develop and maintain a comprehensive BCP to ensure operational continuity in
the face of disruptions. Regularly review and update the BCP in line with evolving
risks and operational needs.

● Reporting and Analytics:
○ Analyze service delivery metrics to identify trends, inefficiencies, and areas for
improvement.
○ Provide regular reports and insights to senior management on operational
performance and capacity planning.
○ Generate and analyze reports on workforce metrics, including planned vs.
forecast outputs, attrition, and hiring, to identify discrepancies and areas for
improvement.

● Collaboration:
○ Work closely with Ops Directors to ensure alignment on capacity and staffing
strategies.
○ Partner with Sales and Recruitment teams to communicate hiring needs and
timelines.
● Continuous Improvement:
○ Develop and implement processes and tools to improve forecasting accuracy and capacity planning.
○ Stay updated on industry best practices and incorporate them into Athena's
operations.

Key Stakeholders
● COO
● VP of Ops
● Ops Directors
● Sales and Recruitment Teams

Skills
● Technical Skills:
○ Proficiency in workforce management software and tools
○ Advanced Excel skills, including data analysis and visualization
○ Knowledge of SQL or other data analysis tools
● Soft Skills:
○ Strong analytical skills with the ability to interpret complex data and make
data-driven decisions
○ Excellent communication and presentation skills
○ Strong organizational and time management skills
○ Ability to work collaboratively across various departments

Competencies

● Analytical Thinking: Ability to break down complex data and identify trends.
● Strategic Planning and Analysis: Strong ability in forecasting, planning, and analyzing workforce data to support operational needs and objectives.
● Attention to Detail: Precision in data analysis and forecasting.
● Problem-Solving: Proactively identifies and addresses issues related to capacity and service delivery.
● Communication: Clearly conveys information and insights to stakeholders.
● Collaboration: Works effectively with cross-functional teams.
● Adaptability: High adaptability to manage the dynamic nature of workforce
requirements and operational demands.
● Technical Proficiency: Proficiency in workforce management software and tools, with the ability to implement new technologies as needed.
Relevant Experience Required
● Minimum of 3-5 years of experience in workforce management, capacity planning, or a similar analytical role.
● Proven experience with forecasting models and capacity planning in a service delivery environment.

Educational and Certification Requirements

● Bachelor's degree in Business, Finance, Statistics, or a related field.
● Certification in workforce management (e.g., CWPP, CWPM) is a plus.

Direct Reports and Span of Control

This role does not have direct reports but will work closely with various levels of the operations team to influence and guide capacity planning decisions.
Equal Opportunity Employer: At Athena, we are deeply committed to fostering an inclusive and diverse workplace environment. We believe that diversity enriches our organization, enhances creativity, and drives innovation. We are dedicated to providing equal employment opportunities to all individuals regardless of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, or any other characteristic protected by applicable laws. We strive to create an environment where everyone feels valued, respected, and empowered to contribute their unique perspectives and talents. We actively promote diversity and inclusion
through our hiring practices, employee development initiatives, and company culture, recognizing that it is essential for our success as a company and as a community.