Scheduling Assistant

About the job

Job Title: Scheduling Assistant About The Role Invicta Software is seeking a detail-oriented and proactive Scheduling Assistant to join our dynamic team. In this role, you will play a crucial part in ensuring smooth and efficient scheduling operations that support our software development and client services teams. If you thrive in a fast-paced environment and enjoy coordinating schedules to keep projects on track, this opportunity is for you.

As a Scheduling Assistant, you will be responsible for managing calendars, coordinating meetings, and assisting with resource allocation to maximize productivity. Your organizational skills and ability to communicate effectively will be key to helping our teams stay aligned and focused on delivering high-quality software solutions.

Key Objectives

• Maintain and optimize scheduling processes to support internal teams and client engagements.
• Coordinate meetings, appointments, and project timelines to ensure timely execution.
• Facilitate clear communication between departments to enhance workflow efficiency.

Responsibilities

• Manage and update calendars for project teams, leadership, and client meetings.
• Coordinate scheduling logistics for internal and external stakeholders.
• Assist in tracking project milestones and deadlines to support timely delivery.
• Communicate scheduling changes promptly and effectively to all relevant parties.
• Support the preparation of reports and documentation related to scheduling activities.
• Collaborate with project managers and team leads to anticipate and resolve scheduling conflicts.
• Maintain accurate records of appointments, meetings, and resource availability.

Requirements

• High school diploma or equivalent; associate or bachelor’s degree preferred.
• Proven experience in scheduling, administrative support, or coordination roles.
• Strong organizational and multitasking skills with exceptional attention to detail.
• Proficiency in calendar management tools (e.g., Microsoft Outlook, Google Calendar).
• Familiarity with project management software is a plus (e.g., Jira, Asana, Trello).
• Excellent verbal and written communication skills.
• Ability to work independently and collaboratively within a team environment.
• Comfortable working in a fast-paced, technology-driven setting.

Qualifications

• Experience in the computer software industry or a related technical field is advantageous.
• Demonstrated ability to handle confidential information with discretion.
• Strong problem-solving skills and a proactive approach to managing scheduling challenges.

Benefits

• Competitive salary and comprehensive health benefits.
• Opportunities for professional development and career growth.
• Collaborative and inclusive company culture.
• 401(k) with competitive company match.
• Flexible work arrangements to support work-life balance.
• Access to cutting-edge tools and technology in the software industry.