Onsite Scheduling Lead – Executive Meetings

Russell Tobin; San Francisco (CA); On-site; USD 117,000 - 131,000; Full time

Job summary

Russell Tobin is seeking a Workplace Experience Coordinator - Scheduling for its San Francisco headquarters. This onsite, 12-month W2 contract role focuses on owning day-to-day scheduling and coordination of internal meetings across executive spaces.

The ideal candidate is highly organized, skilled at managing busy calendars, and communicates clearly during shifting priorities. 5 days/week onsite in San Francisco, with competitive hourly pay.

Qualifications

• 2-3+ years of experience in scheduling, administrative, or executive support roles.
• Experience owning a shared calendar, room booking system, or complex scheduling workflow.
• Strong hands-on experience with Google Calendar and Slack.
• Excellent organization and attention to detail with anticipation of conflicts and needs.

Responsibilities

• Own the booking queue and shared calendars for internal meetings in executive spaces.
• Review scheduling requests, confirm timing, headcount, and room, and issue confirmations.
• Review calendars daily and one week ahead to identify conflicts.
• Resolve competing requests by coordinating with admin, facilities, and leadership.
• Prepare and communicate daily meeting schedules and coordinate room setup, AV, and hospitality needs.
• Ensure meeting spaces are ready and adjust plans for changes or overruns.
• Serve as main contact for space availability and scheduling changes.
• Support meeting/event setup and breakdown including furniture, tech, and supplies.
• Walk through spaces and restock or escalate maintenance or cleanliness needs.
• Assist with workplace programming and registration for classes or sessions.
• Maintain booking records and monthly reporting documentation.

Skills

Google Calendar

Slack

Calendar management

Communication

Cross-functional collaboration

Tools

Google Sheets

Excel

Room-booking platforms

Job description

Russell Tobin is seeking a Workplace Experience Coordinator - Scheduling for its San Francisco headquarters. This onsite, 12-month W2 contract role focuses on owning day-to-day scheduling and coordination of internal meetings across executive spaces.

The ideal candidate is highly organized, skilled at managing busy calendars, and communicates clearly during shifting priorities. 5 days/week onsite in San Francisco, with competitive hourly pay.