Job Title: Calendar Specialist
Monthly Pay: $3,721 - $5,558 USD per month
Summary:
Phone calls, emails, and calendar requests are the primary ways this role connects with requestors, participants, and internal teams. The Calendar Specialist organizes business appointments, consultations, and meetings so people receive clear timing, accurate invitations, and timely updates. This role sits within an administrative scheduling team and works under a scheduling team lead while partnering with coordinators, service teams, and designated contacts. The position is fully remote and work from home in Tennessee, United States, with all work completed through approved desk-based systems. The role requires a 40-hour weekly commitment. Working days and shift times may vary. Success in this role matters because dependable calendars help teams prepare, reduce conflicts, and keep routine business activity moving smoothly.
Job Responsibilities:
• Receive scheduling requests through a shared queue, phone calls, emails, and internal tickets, then confirm the request purpose, participants, preferred timing, and contact details.
• Review calendar availability, time differences, meeting length, and stated scheduling preferences before proposing suitable appointment options.
• Create, update, reschedule, and cancel business appointments in a scheduling and calendar such as Doodle, using clear titles, attendee details, and meeting information.
• Send confirmations, reminders, and change notices to requestors and participants through approved communication channels.
• Check invitations for duplicate bookings, missing participants, incorrect dates, unavailable time blocks, and conflicting meeting details.
• Enter request status, contact attempts, appointment outcomes, and concise notes in a spreadsheet and data entry tool such as LibreOffice Calc.
• Follow up with requestors when required details, availability, or responses are missing and keep the request active until the next action is clear.
• Route complex conflicts, repeated scheduling barriers, or priority requests to the scheduling team lead with a concise summary of actions already taken.
• Coordinate with internal teams and designated contacts when meeting requirements change, ensuring updated details reach the right participants.
• Meet quality expectations through accurate calendars, prompt turnaround, complete notes, and appropriate follow-up on each request.
Qualifications:
• High school diploma or equivalent.
• About 1-2 years of scheduling, administrative support, reception, or related coordination experience preferred.
• Knowledge of business appointment workflows, availability review, invitation updates, and calendar conflict identification.
• Experience using a scheduling and calendar such as Doodle preferred.
• Familiarity with a spreadsheet and data entry tool such as LibreOffice Calc preferred.
• Strong ability to explain appointment details clearly by phone and email while maintaining a courteous, professional tone.
• Ability to organize competing requests, verify dates and participant details, and maintain accurate request notes.
• Reliable computer, high-speed internet, and a quiet private workspace, plus availability for the 40-hour weekly commitment and agreed working days and shift times.
• Authorization to work in the United States.
Perks & Benefits:
• Fully remote work supporting business scheduling activities from a home workspace.
• Structured onboarding and training on Doodle and LibreOffice Calc systems.
• Regular check-ins with the scheduling team lead for guidance, priorities, and feedback.
• Skill building in calendaring, availability review, request tracking, and clear participant updates.
• Health coverage, paid leave, a 401(k), maternity leave, and bonus opportunities.