Contract Administrative Assistant – Scheduler

Role Overview

• Manage and maintain multiple team members’ Google Calendars
• Schedule internal and external meetings across multiple time zones
• Resolve scheduling conflicts and proactively optimize calendar flow
• Ensure meeting details (Zoom links, agendas, attendees, prep materials) are accurate and complete
• Coordinate meetings with clients, partners, and internal interest-holders
• Communicate professionally via email to confirm availability and logistics
• Track follow-ups and reschedule meetings as needed
• Prepare calendar invites with clear descriptions and attachments
• Ensure documentation or materials are shared in advance
• Support recurring meeting setup and adjustments
• Draft professional emails on behalf of team members related to scheduling and meeting coordination
• Craft clear, polished messaging regarding availability, proposed meeting times, and confirmations
• Send calendar confirmations, reminders, and follow-up communications
• Maintain consistent, professional tone in all external scheduling communications

Requirements

• 2+ years of experience in administrative or scheduling support (remote experience preferred)
• Advanced proficiency in Google Workspace (especially Google Calendar & Gmail)
• Strong understanding of time zone coordination
• Exceptional attention to detail
• Clear, professional written communication skills
• Ability to work independently and respond quickly to scheduling changes
• Reliable internet and availability during core North American business hours
• Experience supporting sales or leadership teams
• Experience working with distributed/remote teams
• Familiarity with Zoom and Slack

Benefits

• Fully Remote: Work where and when you do your best. It's about feeling connected to others, having a flexible schedule and staying healthy.
• Top Talent: Since we are not limited by walls, our ability to hire the best is limitless. Collaborate, learn and surround yourself with a strongly skilled and diverse team.