Calendar & Scheduling Virtual Assistant (Part Time, US Hours)

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: TYPE OF WORK

Part Time

: SALARY

$5-9/Hour based on Experience

: HOURS PER WEEK

20

: DATE UPDATED

Mar 28, 2026

JOB OVERVIEW

ABOUT THE ROLE

We’re AJ Tank Cleaning, a growing aquarium service company in the US, serving several nearby states. We clean and maintain aquariums for busy homeowners and businesses.

We're looking for a long-term Virtual Assistant focused on calendar management and scheduling.

Your #1 responsibility is to keep two calendars perfectly organized:

Technician schedules (customer appointments & routes)
My personal & business calendar (sales calls, deep work, family, gym, personal errands)
You’ll also handle basic lead follow-up: calling/texting new inquiries, asking a few simple questions, and booking them into my calendar or onto a technician’s route using our SOPs.

If you love organizing time, building schedules, and making sure nothing falls through the cracks, this job is for you.

Responsibilities
1. Calendar & Life Management (Top Priority)

Manage the owner’s Outlook Calendar daily
Protect fixed blocks (sleep, meals, gym, family time, deep work, weekly admin)
Book and reschedule:
Sales calls with new leads
Technician training sessions
Hiring/interview calls
Personal errands (groceries, shopping, dates, etc.) based on rules provided
Make sure the calendar is realistic (no overlapping, no crazy back to back days)
Send short daily/weekly summaries of key meetings and priorities (if requested)

2. Technician Scheduling & Dispatch

Once per week, text/call technicians to collect their availability
Build weekly schedules with dense routes (grouping customers by location)
Set exact start time for first job and 45 minute arrival windows for the rest
Confirm next day appointments with customers and send techs their routes
Handle reschedules/cancellations and keep everyone updated

3. New Lead Follow Up (During Your Shift)

Monitor our system for new leads during your working hours
Call new leads quickly (goal: within 5 minutes during your shift)
Ask a short list of questions (we’ll give you the script)
For simple cases: send our pre written quote via SMS/email
For more complex cases: book a short call with the owner
Log simple notes for every contact (no long essays needed)

Work Schedule & Hours

Part time: 20 hours per week

Schedule: 4 hours per day, Monday to Friday

Must overlap with US daytime (exact 4 hour block to be agreed, but you must be available for live calls/texts with US leads and techs)

Requirements (must have):

Excellent spoken and written English
Clear, friendly voice on the phone
Can send polite, professional messages to customers and technicians
Strong calendar & scheduling skills
Comfortable with Outlook Calendar
Can think in time blocks, routes, and time zones
Enjoys organizing and optimizing schedules
Comfortable making calls to US based people
Not afraid to pick up the phone and talk
Stable internet and quiet environment for calls

Bonus (nice to have, not required):

Previous experience as a VA, scheduler, dispatcher, or appointment setter
Experience using any CRM (GoHighLevel, HubSpot, etc.)

Tools We Use
Outlook Calendar
SMS / phone (VoIP)
Simple spreadsheets (Google Sheets)
CRM (we will train you)

What Success Looks Like
The owner rarely has to think about “who goes where and when.”
Technicians know their routes before the day starts
Customers feel informed and taken care of
New leads are contacted quickly and booked into the right slots
The owner’s calendar reflects the life plan (work, gym, family, admin) without chaos

How To Apply

IMPORTANT: Applications that don’t follow these steps will not be considered.

Use the subject line:
“VA Application – Calendar & Scheduling – [Your First Name]”
In your message, include:

A brief introduction (2–4 sentences) about your experience

Your current internet speed (upload/download – screenshot or text)

Your available working hours in Philippine time

Attach a 1-minute audio recording to Google Drive Only, where you:
Introduce yourself
AND
Read this sentence out loud:
“Hi, this is [Your Name] from AJ Tank Cleaning. I’m calling to help you get your aquarium scheduled for a cleaning. Would 2 pm on Friday or 11 am on Saturday fit your schedule better?"

Tell me in 3–5 sentences why you’re a great fit for a role focused on calendars, scheduling, and follow through.

In Short,
We are looking for an exceptional tea ---------- mber to be a part of our team. We understand this role isn't for everyone, but if you're ready to be a part of a growing company and have an opportunity for future growth + Pay bonuses, please Apply Today!

SKILL REQUIREMENT

Calendar Management Scheduling English Proficiency

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Calendar & Scheduling Virtual Assistant (Part Time, US Hours)

Please login or register as jobseeker to apply for this job.

TYPE OF WORK

SALARY

HOURS PER WEEK

DATE UPDATED

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