Virtual Assistant for Calendar Management

I run a small movement/wellness studio in Santa Barbara and I'm looking for a detail-oriented virtual assistant to manage my Acuity Scheduling calendar on an ongoing basis — making sure everything in it is accurate, current, and reflects what's actually happening with clients.

Core responsibilities:

1. Monthly absence collection & entry

I send a Mailchimp email around the 25th asking clients for known absences the following month.

You'll review replies, compile a clean list, follow up once with non-responders, and block the correct session(s) in Acuity for each absent client — without disrupting their broader recurring series.

2. Rescheduling & cancellation follow-through

When clients request a reschedule or cancellation (via email, text, or Acuity notification), you'll make sure the change is correctly reflected in the calendar — old session removed/moved, new session correctly placed, no orphaned or duplicate bookings.

You'll flag anything ambiguous (e.g., unclear which session a client means) before making a change.

3. New client bookings & session setup

When a new client signs up, you'll make sure their recurring session type, frequency, and instructor assignment are set up correctly in Acuity from the start.

Double-checking new bookings against what was actually agreed (day/time/frequency) to catch entry errors early.

Ongoing cadence:

Weekly or biweekly light check-in to handle bookings/reschedules as they come in (not just once a month)

Monthly cycle for the absence collection process

Brief written summary after each check-in noting what was changed and anything that needs my input

This starts as a paid trial month to make sure the workflow and communication style are a good fit before moving to an ongoing arrangement.

What I'm looking for:

Experience with Acuity Scheduling (required) — please confirm specifics in your application

Comfortable with light client-facing communication (professional, friendly tone)

Highly detail-oriented — this involves editing individual sessions within recurring series, so accuracy matters a lot

Reliable, responsive, and able to work in short, regular cycles rather than one big monthly batch

To apply, please include:

Your experience with Acuity Scheduling specifically (types of studios/businesses, what you managed)

How you'd approach catching a scheduling error before it becomes a problem

Your general weekly availability/turnaround time

Looking forward to working with someone who can take real ownership of keeping this calendar clean and accurate.

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