Scheduling Assistant for Tutoring/Music Studio
Budget: $2 – $8 CAD
Role: Scheduling Assistant (Tutoring + Music Production Studio)
Manage scheduling for tutoring sessions and music production sessions (Zoom + in-person as needed)
Coordinate availability across multiple calendars and time zones (primarily Toronto/ET)
Book, reschedule, and cancel appointments quickly and accurately
Maintain a clean scheduling system: notes, tags, client status, recurring sessions, packages/credits
Handle last-minute changes with calm, professional communication
Reduce back-and-forth by offering clear time options and holding temporary “tentative” slots
Be available during hours of 10 am to 8 pm EST
Coordinate session logistics: Zoom links, studio location details, parking/building instructions, etc.
Support basic admin tied to scheduling (waitlist management, weekly schedule recap, capacity planning)
Maintain privacy/confidentiality for all client information
Communicate in a friendly, concise tone that matches the brand
Must-have skills
Strong written communication (fast, clear, polite)
Excellent organization and attention to detail
Comfortable with Google Calendar/Calendly (or similar), email workflows, and spreadsheets/CRM
Reliable response times during agreed working hours
Good judgment (knows what to handle vs. what to escalate)
Nice-to-haves
Experience scheduling for service businesses (tutoring, coaching, studios, clinics, etc.)
Familiarity with booking tools (Acuity), CRM, and task tools (Notion/Trello)
Basic understanding of tutoring subjects and/or music production session types (so you can label sessions correctly)
What success looks like
My calendar stays accurate and optimized
Clients get quick replies and clear confirmations
Fewer scheduling mistakes, fewer no-shows, less back-and-forth
Manage scheduling for tutoring sessions and music production sessions (Zoom + in-person as needed)
Coordinate availability across multiple calendars and time zones (primarily Toronto/ET)
Book, reschedule, and cancel appointments quickly and accurately
Maintain a clean scheduling system: notes, tags, client status, recurring sessions, packages/credits
Handle last-minute changes with calm, professional communication
Reduce back-and-forth by offering clear time options and holding temporary “tentative” slots
Be available during hours of 10 am to 8 pm EST
Coordinate session logistics: Zoom links, studio location details, parking/building instructions, etc.
Support basic admin tied to scheduling (waitlist management, weekly schedule recap, capacity planning)
Maintain privacy/confidentiality for all client information
Communicate in a friendly, concise tone that matches the brand
Must-have skills
Strong written communication (fast, clear, polite)
Excellent organization and attention to detail
Comfortable with Google Calendar/Calendly (or similar), email workflows, and spreadsheets/CRM
Reliable response times during agreed working hours
Good judgment (knows what to handle vs. what to escalate)
Nice-to-haves
Experience scheduling for service businesses (tutoring, coaching, studios, clinics, etc.)
Familiarity with booking tools (Acuity), CRM, and task tools (Notion/Trello)
Basic understanding of tutoring subjects and/or music production session types (so you can label sessions correctly)
What success looks like
My calendar stays accurate and optimized
Clients get quick replies and clear confirmations
Fewer scheduling mistakes, fewer no-shows, less back-and-forth