Virtual Scheduler

At Vintti, we're redefining the economics of staffing for US businesses. Our agency connects SMBs, startups, and firms with top Latin American talent, offering a dual benefit of high-quality work and cost savings. By tapping into this rich talent pool, our clients can optimize their budgets, increase productivity, and gain a competitive advantage in their respective markets.

A Virtual Scheduler is a pivotal role that encompasses the planning and coordination of appointments, meetings, and various events in a virtual environment. This role involves managing calendars, ensuring optimal time allocation, and prioritizing tasks for efficient workflow. With a focus on maximizing productivity and minimizing scheduling conflicts, a Virtual Scheduler uses advanced tools and communication technologies to seamlessly organize and confirm commitments. The position requires strong organizational skills, attention to detail, and the ability to work independently while effectively supporting the scheduling needs of individuals or teams.

- High school diploma or equivalent; additional certification in office administration or related field preferred.
- Proven experience as a scheduler, administrative assistant, or similar role.
- Proficiency with online calendar systems, such as Google Calendar, Outlook, or similar tools.
- Strong organizational and multitasking skills.
- Excellent verbal and written communication skills.
- Ability to prioritize tasks and manage time effectively.
- Strong attention to detail and accuracy.
- Proficient in using email, phone systems, and messaging platforms.
- Experience with scheduling software and databases.
- Excellent customer service and interpersonal skills.
- Ability to work independently and as part of a team.
- High level of discretion and confidentiality in handling sensitive information.
- Problem-solving skills to address scheduling conflicts and issues.
- Familiarity with productivity tools such as Microsoft Office Suite (Word, Excel, PowerPoint).
- Ability to adapt to changing schedules and priorities.
- Basic understanding of payment processing and invoice generation.
- Proactive approach to process improvement and efficiency.
- Willingness to participate in ongoing training and professional development.

- Schedule and manage appointments, meetings, and events through online calendar systems.
- Handle and prioritize multiple scheduling requests and address conflicts efficiently.
- Communicate appointment details, confirmations, and reminders via email, phone, or messaging platforms.
- Maintain accurate records of scheduling activities and client information in scheduling software.
- Respond promptly to scheduling inquiries and provide necessary support.
- Ensure appointments are properly documented in calendar systems, including follow-up actions.
- Coordinate with service providers, contractors, and external vendors for scheduling purposes.
- Monitor and adjust schedules to accommodate changes, cancellations, and urgent requests.
- Prepare and distribute daily, weekly, and monthly schedules and reports.
- Assist in developing and implementing efficient scheduling processes and best practices.
- Utilize communication and productivity tools for scheduling efficiency.
- Ensure scheduling practices comply with organizational policies and procedures.
- Support administrative tasks related to scheduling, such as payment processing and invoice generation.
- Provide excellent customer service and establish positive relationships with clients and colleagues.
- Stay informed about industry trends and software updates to improve scheduling capabilities.
- Participate in team meetings and training sessions for updates on organizational changes.

The ideal candidate for the Virtual Scheduler role is a highly organized individual with exceptional time management skills and an acute attention to detail. They possess a proven track record of experience as a scheduler, administrative assistant, or in a similar role, demonstrating their proficiency with online calendar systems like Google Calendar and Outlook, as well as various scheduling software and databases. With excellent verbal and written communication abilities, they can effectively handle multiple tasks, prioritize efficiently, and address any conflicts with a proactive, solution-oriented approach. Their strong customer service and interpersonal skills enable them to foster positive relationships with clients and colleagues, while their high level of discretion and confidentiality ensures sensitive information is handled appropriately. The ideal candidate is technologically adept, quick to learn new software, and familiar with the Microsoft Office Suite. Adaptable to changing schedules and priorities, they exhibit a positive attitude, professional demeanor, and a continuous improvement mindset. As a team player who can work independently, they bring a strong work ethic, reliability, and a proven ability to solve problems, making them a valuable asset to the scheduling team.

- Coordinate and schedule appointments, meetings, and events using online calendar systems.
- Manage and prioritize multiple scheduling requests and resolve any conflicts that arise.
- Communicate appointment details, confirmations, and reminders to clients, team members, and stakeholders via email, phone, or messaging platforms.
- Update and maintain accurate records of scheduling activity and client information in the scheduling software.
- Respond promptly to scheduling inquiries and provide support to clients and team members experiencing scheduling issues.
- Ensure all scheduled appointments are accurately reflected in the calendar, including any necessary follow-up actions or adjustments.
- Liaise with service providers, contractors, and external vendors to coordinate availability and scheduling details.
- Monitor and adjust schedules to accommodate last-minute changes, cancellations, and urgent requests.
- Prepare and distribute daily, weekly, and monthly schedules and reports to relevant parties.
- Assist with the development and implementation of efficient scheduling processes and best practices.
- Utilize various communication and productivity tools to enhance scheduling efficiency and collaboration among team members.
- Ensure compliance with organizational policies and procedures regarding scheduling practices.
- Support administrative tasks related to scheduling, such as processing payments or invoice generation for scheduled services.
- Provide excellent customer service and foster positive professional relationships with clients and colleagues.
- Keep informed of industry trends and software updates to improve scheduling capabilities and processes.
- Participate in regular team meetings and training sessions to stay updated on organizational changes and developments.

- Highly organized with exceptional time management skills
- Strong attention to detail and accuracy
- Effective communicator with excellent verbal and written skills
- Ability to handle multiple tasks and prioritize efficiently
- Proactive and solution-oriented approach
- Exceptional customer service and interpersonal skills
- High level of discretion and confidentiality
- Technologically adept and quick to learn new software
- Adaptable to changing schedules and priorities
- Team player who can also work independently
- Positive attitude and professional demeanor
- Proven problem-solving abilities
- Strong work ethic and reliability
- Continuous improvement mindset
- Strong understanding of productivity and scheduling tools

- Competitive salary within the range of $XX,000 - $XX,000 per year
- Health, dental, and vision insurance
- Paid time off (PTO) and holidays
- Flexible work hours and remote work options
- Retirement savings plan with company match
- Opportunities for career advancement and professional development
- Access to online training programs and workshops
- Tech allowance for necessary equipment and software
- Employee wellness programs and resources
- Performance-based bonuses and incentives
- Access to a supportive and collaborative team environment
- Maternity and paternity leave benefits
- Life insurance and disability coverage
- Employee assistance program (EAP) for personal and professional support
- Regular team-building activities and virtual social events