Job Summary

TimeTrack USA is seeking a highly organized and detail-oriented Scheduling & Calendar Virtual Assistant to manage daily scheduling operations, streamline calendar activities, and support executives with time management. The ideal candidate will be proactive, dependable, and skilled at handling complex schedules across multiple time zones. This role requires excellent communication skills, strong organizational abilities, and the capacity to anticipate needs while ensuring seamless daily planning.

Key Responsibilities

• Manage and maintain calendars for executives and teams, ensuring efficient time allocation and minimal conflicts.

• Schedule meetings, appointments, calls, and events across multiple time zones.

• Coordinate with internal and external stakeholders to confirm availability and share necessary documents or details.

• Set reminders, follow up on pending tasks, and ensure the timely execution of scheduled activities.

• Prepare daily, weekly, and monthly scheduling reports for leadership.

• Optimize time management practices by identifying scheduling gaps and opportunities for improved efficiency.

• Update schedule changes promptly and communicate adjustments to all relevant parties.

• Handle administrative tasks related to scheduling, including email communication and agenda preparation.

• Maintain confidentiality and professionalism while managing sensitive information.

Required Skills and Qualifications

• Strong proficiency in digital calendar tools (Google Calendar, Outlook, Calendly, etc.).

• Excellent verbal and written communication skills.

• Exceptional organizational and time-management abilities.

• Ability to multitask and manage multiple priorities simultaneously.

• High attention to detail and accuracy.

• Strong problem-solving skills with a proactive approach.

• Professionalism, discretion, and reliability when handling confidential information.

• Tech-savvy, adaptable, and comfortable working in a fast-paced remote environment.

Experience

• Minimum 1–2 years of experience as a Virtual Assistant, Scheduling Coordinator, Executive Assistant, or similar role.

• Experience managing complex calendars and coordinating meetings across time zones is highly preferred.

• Familiarity with remote communication tools (Zoom, Teams, Slack) is an advantage.

Working Hours

• Flexible remote schedule with core availability during U.S. business hours.

• Must be able to accommodate occasional evening or weekend scheduling requests based on executive needs.

• Full-time and part-time opportunities available.

Knowledge, Skills, and Abilities

• Strong knowledge of calendar management systems and scheduling best practices.

• Ability to prioritize tasks logically and efficiently.

• Strong interpersonal skills and a customer-service mindset.

• Ability to work independently with minimal supervision.

• Capacity to remain calm and productive during time-sensitive or high-pressure situations.

Benefits

• 100% remote work environment.

• Competitive compensation package.

• Flexible working hours.

• Opportunity for long-term growth within the company.

• Paid virtual training and onboarding.

• Supportive and collaborative team culture.

Why Join TimeTrack USA?

At TimeTrack USA, we value efficiency, reliability, and excellence. By joining our team, you will play a key role in optimizing time management for our clients and executives. We offer a dynamic work environment, meaningful responsibilities, and opportunities to develop professionally while enjoying the freedom of remote work. Your expertise will directly contribute to improving productivity and helping our clients succeed.

How to Apply

Interested candidates should submit the following:

• A current resume

• A brief cover letter highlighting your scheduling and virtual assistant experience

• Links to any relevant work profiles or portfolio samples (optional)

Please send your application to us with the subject line:
“Application – Scheduling & Calendar Virtual Assistant.”