Calendar & Scheduling · Nonprofit
Calendar & scheduling support for nonprofit organizations
Nonprofit leaders wear too many hats to spend hours coordinating board meetings, grant interviews, volunteer orientations, and donor calls across a dozen calendars. A Nacho EA takes ownership of your scheduling infrastructure so you can stay focused on critical work. Whether you're managing a small team or juggling a full event calendar, we've logged over 330 time entries in calendar and scheduling work across our client base.
Tools we work with: Google Calendar Microsoft Outlook Calendly Acuity Scheduling
Can a Virtual Assistant handle calendar & scheduling for nonprofits?
Yes. Nacho matches nonprofits 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 nonprofits
A Nacho EA assigned to your nonprofit will manage your calendar end-to-end using tools like Google Calendar, Microsoft Outlook, or Calendly, whichever your organization already uses. Day-to-day, that means scheduling board meetings with trustees across time zones, setting up recurring check-ins with program staff, coordinating donor stewardship calls, and sending confirmations or reminders to external stakeholders. Your EA will also handle the back-and-forth with grant officers, partner organizations, and vendors so those threads don't sit in your inbox. Your role is to flag priorities and approve major calendar decisions: the logistics of getting everyone in the room, virtual or otherwise, are handled for you.
Off your plate
What your Executive Assistant takes off your plate
Before handing off your calendar, document your scheduling rules: things like protected focus time, how much notice you need before calls, and which meeting types require your direct approval versus can be booked automatically. The most common mistake nonprofit leaders make is handing over calendar access without this context, which results in an EA booking meetings that conflict with your actual priorities. A 20-minute onboarding conversation with your Client Success Manager will surface most of this before your EA ever touches your calendar.
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Board Meeting Coordination
Schedules quarterly and annual board meetings, sends calendar invites to trustees, tracks RSVPs, and distributes agenda packets ahead of each session.
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Donor and Funder Call Scheduling
Manages outreach and scheduling for major donor stewardship calls and foundation program officer meetings, including Calendly setup and follow-up confirmations.
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Volunteer Orientation Scheduling
Coordinates onboarding sessions for new volunteers by syncing availability, sending Google Calendar invites, and managing reschedule requests.
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Grant Interview and Site Visit Logistics
Handles scheduling correspondence with grant reviewers or foundation representatives, confirms logistics, and adds preparation reminders to your calendar.
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Staff and Cross-Department Meeting Management
Sets up recurring internal meetings for program, development, and operations teams, maintains a master organizational calendar, and resolves scheduling conflicts proactively.
Your stack
Tools our team works with
We adapt to your existing stack, no forced migrations.
Microsoft Outlook 
Acuity Scheduling 
Calendly 
Microsoft Teams 
Zoom 
Google Calendar Client proof
Trusted by nonprofits
Nacho supports nonprofits including Clayton Christensen Institute, Educational Testing Services (ETS), Real Discussion, 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.
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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.
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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.
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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.
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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 nonprofits
Drag the sliders to build a monthly plan that fits your workload.
Executive Assistants
from $40/hourSpecialists
from $65/hourFractional Executives
from $125/hourStarting at $1,000/month. One-time $300 onboarding fee includes your Delegation Strategy Plan.
Good questions
Frequently asked questions
Can an EA manage scheduling across multiple staff members, not just the Executive Director?
How does this work for nonprofits that use both Google Workspace and Zoom for meetings?
We have a busy event season, can an EA handle the surge in scheduling without a long-term commitment?
Ready when you are
Get your nonprofit calendar under control
Starting at $1,000/month with a dedicated Client Success Manager and a Delegation Strategy Plan built around your organization, Nacho makes it straightforward to hand off scheduling without losing visibility. The one-time $300 onboarding fee covers the setup so your EA hits the ground running.
Not sure yet? See how it works, compare the Executive Assistant, Specialist, and Fractional Executive roles, or read why we stayed 100% US-based.