Meeting Calendar Administration Assistant

HRS Talent Solutions; Townsville City; Remote; AUD 59,000 - 62,000; Full time

Job summary

HRS Talent Solutions is seeking a Meeting Calendar Administration Assistant to manage calendar changes, update invitations, and communicate notices in a remote, full-time role based in Townsville City, Australia. You will ensure accurate updates, verify links, and maintain clear records of responses and conflicts.

The ideal candidate has office administration experience, strong written communication, and meticulous attention to dates and times. Training on calendar tools will be provided.

Qualifications

• Experience with calendar coordination and updating invites.
• Clear written communication for notices and updates.
• Strong organizational skills and attention to dates and times.

Responsibilities

• Review approved changes to meeting details and update invitations.
• Send change notices through the approved channel to attendees.
• Record responses and conflicts for the organiser.
• Ensure consistency between calendar events and invitations, including links.
• Maintain multiple events without altering attendee responses.

Skills

Calendar management

Office administration

Written communication

Customer service

Attention to detail

Tools

Calendar software

Job description

Meeting Calendar Administration Assistant

Office Administration | Calendar Change Notices | Remote | Full-time | 59,280–62,400 per year

A meeting time can change after invitations have already gone out. The Calendar Change Notice Assistant handles the communication and record updates after an authorized person approves the change. You will check the new details, update assigned online invitations, and make sure participants have a clear notice. You do not decide the replacement time independently.

When a change is confirmed

• Read the approved new date, time, and meeting format.
• Compare it with the existing invitation and participant list.
• Update the assigned calendar event under instructions.
• Send a clear change notice through the approved channel.
• Note questions or conflicts that need the meeting owner.
• Check the updated invitation for old links or instructions.

Suppose a virtual meeting moves but the link remains the same. You should confirm that detail from the approved change information rather than assuming it. If the meeting owner supplies a new link, check that the revised event contains it. People should not receive one time in their email and another on the calendar.

Follow-up that avoids confusion

A participant may reply that they cannot attend the new time. Record the response and forward it to the meeting owner or scheduler. You may acknowledge the message, but should not promise another change. If someone asks whether the original event is still active, refer to the latest approved record. A useful status note shows which invitation was updated and what responses remain open.

• Keep a cancellation separate from a reschedule.
• Check the correct group before sending a mass update.
• Record a reply without altering another attendee’s response.
• Refer requests for a different time to the decision maker.

This work blends office administration and written customer service. Even when the participants are colleagues, a concise notice respects their time. You need basic calendar confidence, attention to dates and time references, and the ability to keep several events distinct. Previous scheduling, customer service, or office administration experience is useful but not required. Applicants starting out are welcome; the employer can teach its calendar tools and messaging procedure.

Remote work is full-time. A home office or similar workspace can help you handle participant contact details carefully. The employer will confirm its actual schedule, time zone conventions, and system access for the role.

One changed meeting can generate several notifications: the organiser, attendees and anyone preparing a document for the original time. Check the confirmed calendar entry and the approved recipient list before sending a change notice. If a participant replies that the replacement time is unsuitable, record the conflict for the organiser; do not send a second unconfirmed update. When a meeting link changes, confirm that the notice points to the correct event. This follow-through makes the new arrangement clear without suggesting the assistant has authority to set schedules independently.

After a notice goes out, an acceptance is not the same as a confirmed attendance requirement. Record the responses the organiser has asked you to track and point out a missing reply when it affects planning. Keep the earlier time visible in the change history where the system allows it. A newcomer to office administration can do this work with training on the calendar rules and a reliable habit of checking the final event before communicating it.

Applying

Highlight relevant calendar use, accurate messages, or experience telling a group about a change. This may come from employment, education, or volunteer work. You do not have to know the employer’s meeting software in advance.

Applicants progressing to the next stage may receive a link to apply on the hiring company’s website.