Office Administration Meeting Invitations Assistant

HRS Talent Solutions; United States; Remote; GBP 43,000 - 45,000; Full time

Job summary

HRS Talent Solutions is seeking a detail‑oriented Office Administration Meeting Invitations Assistant. This remote role focuses on ensuring calendar invitations accurately reflect approved details, including times, links and joining instructions.

You will handle names, times and brief instructions, without deciding attendee lists or agendas. Applicants should be comfortable coordinating across time zones in a fast-paced, work-from-home environment.

Qualifications

• Check that the calendar entry, invite text and online link agree.
• Ask the organiser before sending when the calendar time differs or the attendee list is unclear.
• Test that a meeting link is present and opens.

Responsibilities

• Review approved meeting details and send accurate invitations.
• Update existing events after approved changes, avoiding multiple invitations.
• Keep a record of changes so colleagues know which invitation is current.
• Provide clear joining instructions and confirm time zones for all recipients.

Skills

Calendar management

Meeting invitations

Remote work

Job description

Office Administration Meeting Invitations Assistant

Office Administration · Calendar Invitations · Remote
Full-time or part-time · £31.00-£33.00 per hour

An invitation can look complete while sending people to the wrong online meeting or showing a different time from the approved calendar entry. The Meeting Invitation Details Assistant checks and sends routine invitations for meetings that others have already agreed to hold.

This remote office administration job focuses on names, times, links and short instructions. You would not decide who must attend a meeting, set its agenda or guarantee that a proposed time suits everyone.

Work from the approved meeting details

You would receive a request naming the meeting, intended participants and confirmed time. Before sending, check that the calendar entry, invite text and online link agree. If someone asks you to add a participant after the invitation is drafted, use the team's process for confirming that person belongs on the list. If a link is missing or an organiser has supplied two different times, stop and clarify instead of selecting whichever looks most recent.

Time zones need attention when colleagues are in different places. The employer will explain how it wants times shown. Your task is to use the system and approved instruction consistently, not to make assumptions about a person's local time. A message should say enough for a participant to understand where to join and whether any document has been shared in advance. You would test that a link is present and opens, while a permissions problem or a meeting platform fault belongs with the appropriate support colleague.

Ask the organiser before sending when:

• The calendar time and the instruction email differ.
• The attendee list includes a person whose access is unclear.
• The meeting link belongs to an older invitation.

The organiser can resolve those questions before recipients receive a confusing or inappropriate invitation.

After the invitation is sent

An organiser may change the time or replace an online link. You would find the existing event and update it under the approved instruction, rather than creating a second invitation that competes with the first. A participant may reply that they cannot access a document; you can point them to the authorised location or route an access issue. Keep a record of the change so colleagues know which invitation is current. The end result is one consistent event, not several plausible versions in people's calendars.

After an approved change, check:

• The revised invitation shows the new time or link.
• The recipient list remains the intended one.
• The older event is not still circulating as a separate active meeting.

A saved calendar edit is useful only if the people attending receive the updated details.

Details to check before release:

• Meeting title and confirmed date.
• Start and finish time in the calendar system.
• Intended recipients and any optional attendees identified by the organiser.
• Online meeting link and a clear joining instruction.
• The correct approved attachment or shared document link.
• Whether an earlier invitation needs an update rather than a new event.

The position includes internal customer service when a colleague needs help locating a meeting link or understanding an updated invitation. You can provide factual guidance from the calendar record. You would not disclose a private meeting to someone who is not on the authorised participant list. The team will train you on its online calendar, access rules and escalation route. You do not need experience with a specific video meeting platform.

People new to office work are welcome. Previous calendar coordination or office administrative experience can help, but it is not necessary. You should be able to check names and dates, write a short clear note and recognise that a changed time needs a changed invitation. Organising a group session in study or volunteering can demonstrate the same habits. A home office area with a reliable way to focus on calendar details supports this remote role.

Full-time or part-time arrangements may be offered. The pay range is £31.00-£33.00 per hour. The company will explain its meeting types, approval process and working hours during selection.