[Hiring] Calendar Specialist @Talentoma

Role Description

A calendar request arrives, gets checked for availability, becomes a confirmed appointment, and closes with clear updates so participants know what happens next. The Calendar Specialist sits within the administrative support team and works under an administrative team lead, focusing on accurate calendars and dependable appointment coordination. The role works with requesters, meeting organizers, internal staff, and external participants to resolve scheduling questions and keep commitments aligned. This fully remote position offers work from home in Virginia, United States. The role requires a 40-hour weekly commitment. Working days and shift times may vary.

Job Responsibilities

• Review incoming scheduling requests in a shared email queue, identify the appointment purpose, and check whether enough information is available to proceed.
• Verify participant names, contact information, meeting duration, availability, and preferred format before placing appointments on the appropriate calendar.
• Compare open times using a scheduling and calendar system such as Microsoft Outlook, checking existing commitments and avoiding overlapping appointments.
• Offer suitable appointment options to requesters and participants, explain outstanding scheduling constraints, and confirm agreement before sending invitations.
• Prepare calendar invitations with accurate dates, participant lists, meeting details, and connection information supplied by the organizer, checking each field before sending.
• Monitor responses, send reminders when confirmations remain outstanding, and follow up with organizers when participant availability prevents a clear decision.
• Handle changes and cancellations by updating calendar entries, notifying affected participants, and confirming that replacement arrangements reflect the latest instructions.
• Escalate unresolved conflicts, unclear priorities, or requests outside established scheduling procedures to the administrative team lead with a concise summary of available options.
• Record request status, changes, outstanding questions, and final confirmation notes so colleagues can understand progress and continue handling requests when needed.
• Close completed requests after checking that participants received updates; quality is judged by calendar accuracy, turnaround, complete notes, and timely follow-up.

Qualifications

• High school diploma or equivalent.
• About 1-2 years of calendar coordination, scheduling, or related administrative experience preferred.
• Familiarity with shared calendars, recurring appointments, participant responses, reminders, and the practical effects of changes across connected calendar entries.
• Working knowledge of scheduling software, invitation settings, and email-based coordination, with the ability to learn established procedures and apply them consistently.
• Clear written and verbal communication for explaining appointment options, requesting missing details, and confirming changes without creating confusion.
• Ability to compare availability, recognize conflicting commitments, prioritize pending requests, and determine when an organizer or team lead must decide.
• Careful handling of participant contact information and internal meeting details, including checking recipients before sharing calendar updates.
• A reliable computer, high-speed internet, and 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.

Benefits

• Fully remote work focused on desk-based scheduling and calendar support from your home workspace.
• Structured onboarding and training on the scheduling system, shared calendar procedures, invitation checks, and request follow-up practices.
• Regular check-ins with the team lead to review questions, discuss scheduling conflicts, and strengthen consistent handling of requests.
• Opportunities to build practical skills in calendar coordination, scheduling software, appointment communication, and prioritizing competing requests.
• Health coverage, paid leave, a 401(k), maternity leave, and stipends.