Scheduling Coordinator (Remote/WFH)

We are looking for an organized, detail-oriented Scheduling Coordinator to manage calendars, appointments, and meetings remotely. In this role, you will coordinate schedules for multiple departments, executives, and outside partners. The best candidate will work well in a fast-paced environment, handle competing priorities, and communicate clearly and professionally.

To succeed, scheduling coordinators should know scheduling practices and have experience in a similar job. A great scheduling coordinator will take the initiative to create smooth scheduling processes.

Key Responsibilities

Calendar & Schedule Management

• Manage and maintain complex calendars for executives, teams, or departments
• Schedule internal and external meetings, appointments, and video conferences across multiple time zones
• Proactively resolve scheduling conflicts and adjust priorities as needed
• Send meeting invitations, reminders, and follow-up communications

Coordination & Logistics

• Coordinate virtual meeting logistics (Zoom, Microsoft Teams, Google Meet links)
• Arrange travel itineraries and accommodations when required
• Schedule interviews, onboarding sessions, and training programs
• Liaise with clients, vendors, and staff to confirm availability

Communication & Support

• Serve as the primary point of contact for scheduling inquiries
• Communicate schedule changes promptly to all relevant parties
• Prepare and distribute daily/weekly schedule summaries and agendas
• Maintain confidentiality of sensitive calendar information

Data & Systems Management

• Update and maintain scheduling software and calendar systems
• Track and report on meeting metrics, room utilization, or scheduling trends
• Ensure all calendar entries include necessary details (agenda, location, attendees)

Requirements:

Experience & Education

• 2+ years of experience in scheduling, calendar management, administrative coordination, or executive support
• High school diploma required; Associate's or Bachelor's degree preferred

Technical Skills

• Proficiency in calendar management tools (Google Calendar, Outlook, Calendly, Acuity, or similar)
• Experience with video conferencing platforms (Zoom, Teams, Google Meet)
• Strong Microsoft Office or Google Workspace skills (Word/Docs, Excel/Sheets, PowerPoint/Slides)
• Familiarity with scheduling automation tools and CRM systems a plus

Remote Work Requirements

• Reliable high-speed internet connection and distraction-free home office
• Ability to work across multiple time zones and flexible hours as needed
• Self-motivated with exceptional time management and organizational skills
• Professional on-camera presence for virtual interactions

Core Competencies

• Excellent written and verbal communication skills
• Strong attention to detail and accuracy
• Ability to prioritize and multitask in a dynamic environment
• Discretion and professionalism when handling confidential information

Preferred Qualifications:

• Experience supporting C-level executives or large teams
• Certification in administrative support or project management
• Familiarity with project management tools (Asana, Trello, Monday.com)
• Bilingual capabilities (Spanish, French, or other languages)

What We Offer:

• 100% Remote Work with flexible scheduling
• Competitive salary based on experience
• Health, dental, and vision insurance
• 401(k) with company match
• Paid time off and company holidays
• Technology stipend for home office setup
• Professional development opportunities