Calendar Associate

$3,721 - $5,558 USD per month

A scheduling request arrives, is checked for complete details, matched to available time options, confirmed with the right contacts, noted clearly, and closed with an accurate update. The Calendar Associate helps keep appointments, meetings, and intake conversations organized so participants receive timely information and teams can prepare effectively. This entry-level role sits within an administrative support team and works under an administrative team lead while partnering with requestors, participants, coordinators, and internal teams.

The role requires a 40-hour weekly commitment. Working days and shift times may vary. The position is fully remote and work from home in Alabama, United States. Clear follow-through matters because each calendar update supports a dependable experience from the first request through final confirmation.

• Receive scheduling requests through shared email, online intake forms, phone messages, and assigned work queues, then review names, requested topics, preferred dates, and contact details.
• Check availability and select appropriate openings using a scheduling and calendar such as Acuity Scheduling, following established meeting types and timing guidelines.
• Send proposed time options to participants, answer routine scheduling questions, and confirm selections through clear, courteous written messages.
• Coordinate availability across participants by using an availability coordination tool such as Doodle when several responses are needed before a meeting can be placed.
• Create, revise, cancel, or reschedule calendar invitations after confirming the requested change with the appropriate participant or internal coordinator.
• Enter intake details from an online form platform such as Jotform into the assigned request tracker and keep status notes current through completion.
• Arrange virtual meeting access through a video conferencing platform such as Go To Meeting  and include accurate joining details in confirmed invitations.
• Review upcoming appointments for missing responses, conflicting times, incomplete contact information, or unanswered requests, and follow up promptly.
• Escalate unavailable requested times, repeated calendar conflicts, urgent changes, or unclear instructions to the administrative team lead for direction.
• Organize daily work items with a task list tool such as Todoist and store approved reference materials in a file storage platform such as Microsoft One Drive.
• Meet quality expectations through accuracy, timely turnaround, complete notes, and consistent follow-up on open scheduling requests.

• High school diploma or equivalent.
• No experience required, related experience preferred.
• Familiarity with coordinating appointments, meetings, or intake conversations in a desk-based setting.
• Ability to review request details carefully, identify missing information, and apply established scheduling steps.
• Comfortable using a scheduling and calendar such as Acuity Scheduling and an availability coordination tool such as Doodle.
• Ability to learn an online form platform such as Jotform, a task list tool such as Todoist, and a file storage platform such as Microsoft One Drive.
• Clear written and verbal communication for confirming times, asking focused follow-up questions, and explaining routine scheduling updates.
• Reliable computer, high-speed internet, and quiet private workspace, with availability for the 40-hour weekly commitment and agreed working days and shift times.
• Authorization to work in the United States.
• Fully remote work from home supporting scheduling activities.
• Structured onboarding and training on Acuity Scheduling, Doodle, Jotform, Todoist, and Microsoft One Drive.
• Regular check-ins with the administrative team lead to review priorities and questions.
• Opportunity to build skills in calendar accuracy, participant coordination, request follow-through, and virtual meeting support.

• Health coverage, paid leave, maternity leave, bonus opportunities, and stipends.