Contract Administrative Assistant - Scheduler

Kanopi Studios is a Design, Development & Support Agency with a fully distributed team of people who are experts in Drupal & WordPress.

Our clients are mission-driven — and so are we. We design, build, and support websites that help their missions thrive.

We believe the people behind the work matter just as much as the work itself. That’s why we’re deeply committed to supporting our team’s growth, wellbeing, and success. When our people thrive, our clients do too — and together, we build a web that works better for everyone.

As Kanopi continues to grow, we’re excited to welcome a new Contract Administrative Assistant to our team.

We’re seeking a highly organized and detail-oriented Contract Administrative Assistant to support our team with calendar management and scheduling. This role is focused primarily on coordinating meetings across multiple time zones, managing Google Calendars, and ensuring scheduling runs smoothly across our distributed team. Other administrative duties may be included in the future.

This position is ideal for someone who thrives on organization, enjoys working behind the scenes to keep operations seamless, and is confident in independently managing complex multi-time zone scheduling needs in a fast-paced remote environment.

• Calendar Management
• Manage and maintain multiple team members’ Google Calendars
• Schedule internal and external meetings across multiple time zones
• Resolve scheduling conflicts and proactively optimize calendar flow
• Ensure meeting details (Zoom links, agendas, attendees, prep materials) are accurate and complete
• Scheduling Coordination
• Coordinate meetings with clients, partners, and internal interest-holders
• Communicate professionally via email to confirm availability and logistics
• Track follow-ups and reschedule meetings as needed
• Meeting Support
• Prepare calendar invites with clear descriptions and attachments
• Ensure documentation or materials are shared in advance
• Support recurring meeting setup and adjustments
• Email & Communication Support
• Draft professional emails on behalf of team members related to scheduling and meeting coordination
• Craft clear, polished messaging regarding availability, proposed meeting times, and confirmations
• Send calendar confirmations, reminders, and follow-up communications
• Maintain consistent, professional tone in all external scheduling communications

• 2+ years of experience in administrative or scheduling support (remote experience preferred)
• Advanced proficiency in Google Workspace (especially Google Calendar & Gmail)
• Strong understanding of time zone coordination
• Exceptional attention to detail
• Clear, professional written communication skills
• Ability to work independently and respond quickly to scheduling changes
• Reliable internet and availability during core North American business hours
• Experience supporting sales or leadership teams
• Experience working with distributed/remote teams
• Familiarity with Zoom and Slack

• Calendars are organized, optimized, and conflict-free
• Meetings are scheduled efficiently with minimal back-and-forth
• Team members can rely on seamless coordination
• Scheduling bottlenecks are anticipated and resolved proactively

This is a contract position. Hourly rate is commensurate with experience. Not to worry, the pay is competitive and what you'd expect for this role. This is a 100% remote role, but you must live and be able to work in the United States or Canada.

Please note - we try to make an effort to contact every applicant to let you know the status of your application, but we are human, so if you don’t hear from us, drop us a line!

Kanopi Studios is committed to fostering an inclusive and accessible recruitment process. If you require accommodations at any stage of the application process, please let us know and we will work with you to meet your needs.

Disclaimer Regarding the Use of AI: In the interest of fostering a fair and unbiased recruitment process, we utilize AI technology to assist in reviewing job applications. This includes anonymizing applications to mitigate potential bias and ensure a more equitable assessment of qualifications. Human oversight is applied to all decisions; we are committed to the continuous review and revision of our processes to ensure alignment with the fair treatment of applicants in addition to state, provincial, and federal law.

Fully Remote: Work where and when you do your best. It's about feeling connected to others, having a flexible schedule and staying healthy.

Top Talent: Since we are not limited by walls, our ability to hire the best is limitless. Collaborate, learn and surround yourself with a strongly skilled and diverse team.