Calendar Coordinator

Talentoma; Utah; Remote; USD 42,000 - 62,000; Full time

Benefits offered by this job

Health coverage

Paid leave

401(k)

Maternity leave

Bonus opportunities

Job summary

Talentoma in the United States is seeking a Calendar Coordinator who handles phone calls and emails to organize appointments, keeps calendars accurate, resolves conflicts, and helps participants arrive prepared for meetings. This fully remote role sits in Utah and requires a 40-hour weekly commitment.

You will work with clients and colleagues to manage scheduling requests, confirmations, and reminders, using Google Calendar, Gmail, and Google Meet. Strong communication is essential.

Qualifications

• High school diploma or equivalent.
• 1–2 years calendar coordination or related administrative experience preferred.
• Understanding of appointment workflows and calendar permissions.
• Familiarity with scheduling, email, and video conferencing tools.
• Clear telephone and written communication; ability to confirm details.
• Ability to prioritize competing requests and manage calendar conflicts.
• Reliable computer, high-speed internet, and quiet workspace; 40-hour weekly commitment.
• Authorization to work in the United States.
• Fully remote, desk-based work from home.
• Structured onboarding and training on systems and workflows.

Responsibilities

• Review scheduling requests from shared email and phone messages; prioritize per guidance.
• Check participant availability, duration, attendees, and existing commitments.
• Organize appointments using a scheduling/calendar tool; ensure correct recipients and details.
• Coordinate email exchanges; record responses and keep pending arrangements visible.
• Arrange online meeting access using video conferencing; include joining instructions.
• Confirm appointments with participants and hosts; summarize prep needs and send reminders.
• Update calendars promptly for cancellations or changes; release holds as needed.
• Follow up on unanswered invitations and missing availability; take notes on outreach.
• Escalate conflicts or out-of-scope requests to the team lead with options and timing.

Skills

Calendar coordination

Appointment scheduling

Customer communication

Administrative support

Scheduling tools

Education

High school diploma or equivalent

Tools

Google Calendar

Gmail

Google Meet

Job description

Monthly Pay: $3,721 - $5,558 USD per month

Summary:

Phone calls and emails are how this Calendar Coordinator connects with clients and meeting participants to organize appointments. The role keeps calendars accurate, resolves scheduling conflicts, and helps people arrive prepared for their scheduled conversations. It sits within the administrative support team and works under an administrative team lead. The coordinator works with clients, internal meeting hosts, and colleagues who submit scheduling requests. This fully remote position offers work from home in Utah, United States, with all responsibilities performed at a desk. The role requires a 40-hour weekly commitment. Working days and shift times may vary.

Job Responsibilities:

• Review incoming scheduling requests from the shared email queue and phone messages, identify the requested meeting purpose, and prioritize requests using established guidance.
• Check participant availability, meeting duration, required attendees, and existing commitments before proposing suitable appointment options or placing temporary holds on shared calendars.
• Organize appointments using a Scheduling and calendar such as Google Calendar, checking invitations for correct recipients, dates, start times, and meeting details.
• Coordinate email exchanges using a business email platform such as Gmail, providing clear options and recording participant responses so pending arrangements remain visible to colleagues.
• Arrange online meeting access using a video conferencing platform such as Google Meet, checking that invitations include the appropriate link and joining instructions.
• Confirm accepted appointments with participants and meeting hosts, summarize preparation needs, and send reminders according to the team's established process for each appointment.
• Update calendar entries promptly when cancellations or changes arrive, release unused holds, and notify everyone affected without leaving conflicting versions of the arrangement.
• Follow up on unanswered invitations and missing availability, keeping concise notes about outreach attempts, responses, outstanding questions, and the next required action.
• Escalate unresolved calendar conflicts, competing priorities, or requests outside standard scheduling guidance to the administrative team lead, explaining available alternatives and timing concerns.
• Review completed scheduling work for accuracy, timely turnaround, complete notes, and consistent follow-up; share unresolved items with colleagues when handing over pending requests.

Qualifications:

• High school diploma or equivalent.
• About 1-2 years of calendar coordination, appointment scheduling, or related administrative experience preferred, including communicating changes to multiple participants and maintaining shared calendars.
• Understanding of appointment workflows, calendar permissions, invitation responses, recurring meetings, and the importance of checking availability before confirming a requested time.
• Familiarity with the scheduling, email, and video conferencing tools described above, including updating invitations and locating outstanding responses without creating duplicate appointments.
• Clear telephone and written communication, with the ability to explain scheduling options courteously, ask focused questions, and confirm details with different audiences.
• Ability to prioritize competing requests, handle routine calendar conflicts, maintain discreet communication, and recognize when a scheduling decision needs the team lead's direction.
• 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.
• Fully remote, desk-based work from home supporting clients and colleagues through organized scheduling and clear communication.
• Structured onboarding and training on the named systems, calendar workflows, appointment confirmation steps, and escalation procedures.
• Regular check-ins with the team lead to review pending work, discuss questions, and receive practical feedback.
• Opportunities to build calendar coordination, prioritization, conflict resolution, and professional communication skills through daily scheduling work.
• Health coverage, paid leave, a 401(k), maternity leave, and bonus opportunities.