Role Overview
We are seeking a highly organised and detail-oriented Virtual Assistant to manage diary scheduling and client coordination. This role is critical to ensuring smooth day-to-day operations, well-structured calendars, and clear communication with clients. The ideal candidate is proactive, reliable, and experienced in calendar management and professional email communication.
Key Responsibilities
- Manage and maintain the client’s calendar across multiple priorities
- Schedule, reschedule, and cancel appointments as needed
- Coordinate diary availability with clients and stakeholders
- Send calendar invites, confirmations, and reminders
- Monitor upcoming appointments and flag conflicts or scheduling issues
- Communicate professionally with clients via email
- Ensure all meetings are well-placed, prepared, and accurately recorded
- Maintain confidentiality and handle sensitive information appropriately
Required Skills & Experience
- Proven experience in diary/calendar management for executives, coaches, or business owners
- Strong organisational and time-management skills
- Excellent written English and professional email etiquette
- High attention to detail and accuracy
- Ability to follow instructions precisely and work independently
- Confident using calendar and email tools (e.g. Google Calendar, Outlook, Gmail)
- Reliable, punctual, and responsive
Nice-to-Have Skills
- Experience supporting coaches, consultants, or professional services businesses
- Familiarity with time zone coordination
- Experience handling client-facing communications
Working Hours & Rate
- Hours: 10 hours per week (consistent schedule)
- Location: Remote
Success Criteria
- Zero missed or double-booked appointments
- Well-organised, conflict-free calendar
- Timely reminders and clear client communications
- Minimal need for supervision once onboarded