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Calendar & Scheduling · Technology

Calendar management for technology teams that can't afford scheduling chaos

By Zack Pennington, CEO Updated

In tech, time is your most constrained resource: a mismanaged calendar means delayed sprint reviews, missed investor touchpoints, and engineering leads stuck coordinating Zoom links instead of shipping. Nacho Executive Assistants work inside your existing tools to own the scheduling layer entirely, from recurring standups to cross-timezone stakeholder calls. If your calendar is currently managed by whoever has a free moment, it's time to fix that.

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

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

Yes. Nacho matches tech companies with a vetted, 100% US-based Executive Assistant who owns calendar & scheduling week after week, not a one-off task. You start with a $300 Delegation Strategy Plan, set a monthly Talent Budget from $1,000, and we match you 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 tech companies

A Nacho EA integrates directly into your Google Calendar or Outlook environment and takes ownership of scheduling end-to-end: that means fielding meeting requests, protecting focus blocks for your engineering or leadership team, and coordinating across time zones without back-and-forth landing in your inbox. For technology clients, this often includes managing recurring cadences like sprint ceremonies, one-on-ones, and board or investor check-ins, as well as coordinating external scheduling through tools like Calendly, Clockwise, or Reclaim.ai. Your EA will apply whatever scheduling logic you define: whether that's no-meeting Wednesdays, buffer time between calls, or priority tiers for inbound requests, and maintain it consistently. You stay in the loop through a lightweight async check-in cadence; your EA handles the coordination. Most clients find that after the first two weeks of setup, they stop thinking about their calendar entirely.

Off your plate

What your Executive Assistant takes off your plate

Before your first week, document your scheduling rules in plain language: things like 'no calls before 10am,' 'always leave 15 minutes between meetings,' or 'only I approve time with the CEO.' The most common mistake tech leaders make is handing over calendar access without that context, which forces the EA to guess or interrupt you anyway. A 20-minute kickoff conversation with your Client Success Manager to capture these rules will save you weeks of back-and-forth.

  1. Sprint and Agile Ceremony Scheduling

    Coordinates recurring sprint planning, retrospectives, and standups across engineering teams, syncing with Jira or Linear project timelines to avoid conflicts with release windows.

  2. Investor and Board Meeting Coordination

    Manages outreach and scheduling for board members, VCs, or advisors: including agenda prep reminders, Zoom or Google Meet link generation, and follow-up calendar holds.

  3. Cross-Timezone Calendar Management

    Schedules calls across distributed teams or international stakeholders, accounting for time zone offsets and identifying overlap windows using tools like World Time Buddy or Calendly's routing features.

  4. Focus Block Protection and Calendar Auditing

    Reviews the existing calendar for fragmentation, implements deep work blocks for technical leaders, and enforces scheduling rules that prevent meeting creep from eating into execution time.

  5. Vendor and Partner Demo Scheduling

    Handles inbound demo requests from SaaS vendors, integration partners, or recruiting firms: qualifying urgency, routing to the right stakeholder, and managing the full scheduling thread.

Your stack

Tools our team works with

We adapt to your existing stack, no forced migrations.

Microsoft Outlook
Calendly
Acuity Scheduling
Google Calendar
Microsoft Teams
Zoom

...and many more!

Client proof

Trusted by tech companies

Nacho supports tech companies including Permute AI, Ritual, 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. For technical work, that senior seat is usually a Fractional CTO. 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 tech 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 work inside our existing tools like Google Workspace or Notion?
Yes: Nacho EAs are experienced with Google Calendar, Outlook, Calendly, Notion, and most common scheduling tools used in tech environments. You grant access at whatever permission level you're comfortable with, and your EA works within that setup rather than asking you to change your stack.
How does this work for a fully remote or distributed engineering team?
Distributed teams are the norm for Nacho's tech clients, and EAs are accustomed to managing schedules across multiple time zones and async workflows. Your EA can coordinate scheduling through Slack, email, or whatever async channel your team already uses, without requiring synchronous check-ins to function.
We're a small startup, is $1,000/month worth it if we only need light scheduling help?
At $40/hour for an Executive Assistant, $1,000/month gives you roughly 25 hours, enough to cover ongoing calendar management plus bandwidth for other administrative tasks like inbox triage or travel coordination. On plans above the $1,000 minimum, up to $200 of unused budget rolls over each month, so a slow week here or there won't derail your engagement, and many early-stage teams find that pairing scheduling with one or two other tasks makes the engagement immediately justify itself.

Ready when you are

Put someone else in charge of your calendar

Nacho has logged over 330 time entries in calendar and scheduling work across industries. Get started with a dedicated Client Success Manager who will build your Delegation Strategy Plan before your first hour is ever billed.

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