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.
