[Hiring] Administrative Scheduling Coordinator @NSO

Role Description

The Administrative Scheduling Coordinator is responsible for managing, organizing, and coordinating the schedules for team members, clients, or stakeholders, ensuring smooth operations and timely meetings. This position will primarily involve virtual scheduling, organizing appointments, and supporting administrative tasks related to calendars and meetings.

• Coordinate and manage the schedules for multiple team members, clients, or stakeholders, ensuring all meetings and appointments are organized and conflict-free.
• Schedule virtual meetings and conferences, coordinating dates, times, and logistics, and ensuring all parties have the necessary information to attend.
• Monitor team members’ calendars, schedule meetings, and ensure that meeting invitations are sent and accepted.
• Send out reminders and confirmations for meetings, ensuring that all participants are prepared and on time.
• Organize and coordinate virtual meetings (via Zoom, Microsoft Teams, Google Meet, etc.), including setting up invites, creating agendas, and ensuring all necessary materials are available.
• Communicate with all parties to confirm meeting details, reschedule if needed, and resolve any scheduling conflicts.
• Handle last-minute changes or cancellations efficiently and inform all relevant participants in a timely manner.
• Assist in preparing meeting rooms or virtual meeting settings, ensuring appropriate technology and tools are set up and functioning properly.
• Serve as the main point of contact for scheduling-related inquiries and issues, responding promptly to internal and external requests.
• Communicate with team members, clients, and vendors to gather availability and confirm meeting details.
• Act as a liaison between departments, clients, and management to ensure smooth and effective scheduling coordination.
• Maintain accurate records of scheduled appointments, meetings, and events, ensuring all data is entered into the relevant calendar and scheduling systems.
• Track changes to schedules and document any modifications in appointments, including cancellations or reschedules.
• Ensure all meeting notes and important documents are organized and accessible for attendees.
• Provide general administrative assistance as needed, including managing emails, preparing reports, and assisting with document preparation.
• Assist with tracking deadlines, appointments, and important events to ensure nothing is overlooked.
• Assist with travel arrangements for meetings or events when necessary, including booking flights, accommodations, and transport.
• Help coordinate team-building activities, company events, or special projects by managing schedules, preparing materials, and ensuring all logistics are in place.
• Assist with planning and organizing larger events or conferences, handling details like guest lists, locations, agendas, and presentations.

Qualifications

• High school diploma or equivalent required; an associate’s or bachelor’s degree in Business Administration, Management, or a related field (preferred).
• 1-2 years of experience in administrative, scheduling, or office management roles.
• Prior experience in a remote work setting or virtual scheduling is a plus.
• Experience with scheduling tools (e.g., Outlook, Google Calendar, Calendly) and project management software (e.g., Trello, Asana) is a plus.
• Strong organizational and time management skills, with the ability to manage multiple schedules and priorities.
• Excellent communication skills, both written and verbal, with the ability to coordinate with multiple parties.
• Attention to detail and ability to handle multiple tasks simultaneously.
• Proficiency with office software (e.g., Microsoft Office Suite, Google Workspace) and virtual communication tools (e.g., Zoom, Microsoft Teams, Slack).
• Ability to work independently, proactively identify potential issues, and offer solutions.

Requirements

• Health, dental, and vision insurance options.
• Paid time off (PTO) and holidays.
• Retirement plan options (e.g., 401(k)).
• Professional development and training opportunities.
• Flexible work hours and the ability to work from home.
• Employee wellness program, including mental health support and work-life balance initiatives.