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Calendar & Scheduling · Education

Calendar & scheduling support for education professionals who can't afford a missed meeting

By Zack Pennington, CEO Updated

Between faculty meetings, parent conferences, enrollment deadlines, accreditation reviews, and professional development sessions, education professionals manage some of the most layered scheduling demands of any industry. A missed IEP meeting or a double-booked admissions event isn't just inconvenient: it has real consequences for students, families, and staff. Nacho EAs take ownership of your calendar so you can stay focused on the work that actually requires your expertise.

Tools we work with: Google Calendar Microsoft Outlook Calendly Acuity Scheduling

Can a Virtual Assistant handle calendar & scheduling for education companies?

Yes. Nacho matches education companies with a vetted, 100% US-based Executive Assistant who owns calendar & scheduling week after week, not a one-off task. Set a Talent Budget starting at $1,000 a month, begin with a $300 Delegation Strategy Plan, and expect to be matched in about a week.

See how the match works What a Talent Budget costs Book a discovery call

How it works

How your Executive Assistant owns calendar & scheduling for education companies

A Nacho Executive Assistant handling calendar and scheduling for an education client typically works inside Google Workspace or Microsoft 365, managing a shared calendar that spans recurring staff meetings, parent-teacher conferences, board meetings, and time-sensitive enrollment milestones. They field scheduling requests via email or a scheduling tool like Calendly or Acuity, coordinate across multiple stakeholders: including faculty, administrators, and external vendors, and send reminders and prep materials ahead of each event. Your role is to flag priorities, approve major scheduling decisions, and show up, the EA handles the back-and-forth that normally eats up your afternoons. Over time, a good EA learns your preferences well enough to make judgment calls without checking in on every small decision.

Off your plate

What your Executive Assistant takes off your plate

Before handing off your calendar, spend 20 minutes writing down your non-negotiables: which meeting types you own versus which can be rescheduled freely, your preferred buffer time between appointments, and any recurring conflicts like carpool or board prep days. The most common mistake is assuming the EA will figure out your preferences by trial and error, a short written brief at the start saves weeks of friction and gets you to a well-managed calendar much faster.

  1. Faculty and Staff Meeting Coordination

    Scheduling recurring and ad hoc staff meetings in Google Calendar or Outlook, sending agendas in advance, and managing RSVPs across department heads and administrators.

  2. Parent-Teacher Conference Scheduling

    Setting up and managing conference sign-up windows using tools like SignUpGenius or Calendly, sending confirmation emails, and handling reschedule requests from families.

  3. Enrollment Event and Open House Logistics

    Blocking and managing calendar windows for prospective student tours, open houses, and enrollment deadlines, including coordination with admissions staff and facilities.

  4. IEP and 504 Meeting Scheduling

    Coordinating multi-party IEP or 504 meetings with special education staff, general ed teachers, parents, and outside service providers while respecting legally required timelines.

  5. Professional Development and Training Calendar Management

    Tracking PD requirements, scheduling training sessions and workshops, and sending calendar invites with registration links or prep materials to the appropriate staff members.

Your stack

Tools our team works with

We adapt to your existing stack, no forced migrations.

Acuity Scheduling
Calendly
Google Calendar
Microsoft Teams
Microsoft Outlook
Zoom

...and many more!

Client proof

Trusted by education companies

Nacho supports education companies including Devorah Heitner, PhD, Educational Testing Services (ETS), Proximity Learning, and 1 others, handling everything from calendar & scheduling to broader operational support.

The model

What delegating to Nacho actually looks like

This is ongoing delegation to one vetted, US-based person, not a task posted to a marketplace.

  1. Start with a Delegation Strategy Plan

    A one-time $300 onboarding fee pairs you with a Client Success Manager who maps what to hand off first. See the full process.

  2. Get matched in about a week

    We match you with a vetted, 100% US-based Executive Assistant in your time zone. If the fit is not right, the Nacho Guarantee re-matches you free.

  3. Set a monthly Talent Budget

    Budgets start at $1,000 a month and draw across Executive Assistants from $40/hr, Specialists from $65/hr, and Fractional Executives from $125/hr. Up to $200 of unused budget rolls over each month. See pricing in detail.

  4. Three months, then month to month

    The initial term is three months so the working relationship has time to compound, then it rolls month to month. Book a discovery call to size yours.

Talent Budget

What delegating calendar & scheduling costs for education companies

Drag the sliders to build a monthly plan that fits your workload.

Executive Assistants
from $40/hour
25 hours $1,000
Specialists
from $65/hour
5 hours $325
Fractional Executives
from $125/hour
0 hours $0
Your monthly budget
$1,325

Starting at $1,000/month. One-time $300 onboarding fee includes your Delegation Strategy Plan.

Good questions

Frequently asked questions

Can a Nacho EA coordinate scheduling with parents and external vendors directly?
Yes: your EA can communicate with parents, outside therapists, vendors, or community partners on your behalf using your existing email or a shared inbox you set up for them. Most education clients find it helpful to give the EA a brief template or tone guide for parent-facing communication so outreach stays consistent with your school or program's voice.
How does an EA handle the confidentiality requirements that come with education scheduling, like IEP meetings?
Nacho EAs sign a confidentiality agreement as part of onboarding, and your Client Success Manager will help you set up access permissions that limit the EA's exposure to only what's necessary for the scheduling task. For sensitive meetings, many clients share only the names and time slots needed to coordinate, not the underlying case details.
We use a school-specific platform like Alma or PowerSchool, can an EA work in those systems?
Nacho EAs are experienced with a wide range of platforms and can typically get up to speed on education-specific tools with brief onboarding documentation from your team. If your scheduling primarily lives in a student information system, your EA can work alongside it using a connected calendar tool, or learn the system directly depending on the access level you're comfortable granting.

Ready when you are

Get your calendar off your plate

Nacho's onboarding includes a Delegation Strategy Plan built around your specific scheduling needs, so your EA hits the ground running, not learning on your time. Monthly plans start at $1,000 with a one-time $300 onboarding fee.

Not sure yet? See how it works, compare the Executive Assistant, Specialist, and Fractional Executive roles, or read why we stayed 100% US-based.