Scheduling Coordinator

Key Responsibilities:

• Coordinate and schedule appointments, meetings, and events for staff, clients, and management.

• Maintain and update calendars for all relevant personnel, ensuring availability is optimized and avoiding scheduling conflicts.

• Communicate with clients, vendors, and team members regarding scheduled appointments, meetings, and any necessary changes or cancellations.

• Track and manage meeting room bookings and ensure proper resources (AV equipment, catering, etc.) are reserved.

• Prepare and distribute meeting agendas, reminders, and related materials as necessary.

• Handle last-minute schedule changes and re-prioritize tasks as needed.

• Maintain records of appointments and events, ensuring all relevant information is documented accurately.

• Provide administrative support to teams or executives as needed.

• Assist in coordinating travel arrangements, including flight bookings, hotel reservations, and ground transportation.

• Ensure that deadlines and time-sensitive tasks are managed efficiently.

• Follow company policies and procedures related to scheduling and time management.

Skills and Qualifications:

• Proven experience in scheduling, administrative, or related roles.

• Excellent organizational and time-management skills.

• Strong verbal and written communication skills.

• Must be authorized to work in the US or Canada.

• Proficiency in office software such as Microsoft Office Suite (Word, Excel, Outlook) or scheduling tools (e.g., Google Calendar, Microsoft Outlook Calendar, etc.).

• Ability to handle multiple tasks and work under pressure.

• Attention to detail and ability to maintain accurate records.

• Ability to adapt to changing schedules and respond to last-minute requests.