Scheduling Assistant- remote

This job was posted over 30 days ago, so it has most likely closed. See newer jobs like it.

Written by AI from the job title and company, not by Newport and Associates, so some details may not match this job. The employer's own page has the real description.

Job Overview

The Scheduling Assistant at Newport and Associates plays a crucial role in maintaining the efficiency and organization of our scheduling processes. This position involves collaborating closely with various departments to coordinate appointments, meetings, and events while ensuring seamless communication and administrative support. The ideal candidate will leverage exceptional organizational skills, attention to detail, and effective time management to streamline scheduling tasks and provide outstanding service to our team and clients.

Job Responsibilities

• Manage and coordinate schedules for executives and team members, ensuring optimal time utilization.
• Assist in the planning and scheduling of meetings, appointments, and events, including venue bookings.
• Maintain and update calendar entries, adjusting schedules as necessary based on changes and priorities.
• Serve as a point of contact for scheduling inquiries and provide prompt assistance to stakeholders.
• Conduct time zone adjustments and confirm availability of all parties involved in meetings.
• Prepare meeting materials and agendas, and follow up on action items post-meeting.
• Collaborate with team members to identify scheduling conflicts and resolve them proactively.

Qualifications

• Associate's degree or equivalent experience in administrative support or related field.
• Minimum of 2 years’ experience in scheduling or administrative roles.
• Proficient in using scheduling tools and software, such as Microsoft Outlook Calendar or Google Calendar.
• Strong organizational skills with excellent attention to detail and accuracy in scheduling tasks.
• Outstanding communication skills, both written and verbal, to facilitate effective interactions.
• Ability to handle multiple tasks simultaneously and work under tight deadlines.
• Proficient in Microsoft Office Suite, especially Excel and Word.

Technologies & Tools

The Scheduling Assistant will utilize various technologies and tools to enhance productivity and efficiency. Key software includes Microsoft Office Suite (especially Excel and Outlook), Google Workspace for calendar management, and specialized scheduling applications that facilitate real-time coordination and collaboration. Familiarity with communication tools such as Slack or Zoom is also essential, as these will be frequently used to liaise with team members and clients across different locations.

Ideal Candidates

The ideal candidates for the Scheduling Assistant position will exhibit strong interpersonal skills and a proactive approach to problem-solving. They are detail-oriented, capable of managing multiple tasks simultaneously, and possess a genuine enthusiasm for supporting a dynamic team environment. Successful candidates will demonstrate reliability, adaptability, and an ability to work effectively both independently and collaboratively in a remote setting. A customer-centric mindset combined with professionalism is essential for success in this role.