Calendar Specialist

About the role

Lexitas is seeking a proactive and detail-oriented Calendar Specialist to join their fast-paced scheduling team. The role involves coordinating nationwide legal services including court reporting, videography, interpreting, and remote conferencing for clients. Key responsibilities include scheduling depositions, managing front desk duties, coordinating legal proceedings across the U.S., communicating with clients and vendors, and maintaining accurate records.

Responsibilities

• Schedule depositions for DC and Las Vegas.
• Front desk receptionist duties.
• Cook up the scheduling of legal proceedings across the U.S., including court reporters, videographers, interpreters, and conference room bookings.
• Communicate directly with clients and independent contractors to manage and confirm service requests.
• Accurately enter deposition and client information into proprietary scheduling software.
• Track active jobs, monitor status updates, and communicate changes to internal teams.
• Identify and qualify out-of-area vendors based on rate, turnaround, and service requirements.
• Support clients and team members in using the online scheduling portal and virtual conferencing tools.
• Maintain accurate, detailed notes for each job to ensure smooth handoffs and production.
• Aid in managing key client accounts and escalate urgent issues when needed.
• Update and maintain Standard Operating Procedures (SOPs) and complete daily checklists to ensure consistency.
• Ensure all data handling complies with HIPAA and applicable privacy regulations.
• Collaborate with cross-functional teams to support special projects and scheduling trends.

Qualifications

• High school diploma or equivalent required.
• Minimum 1 year of experience in customer service, administrative support, or legal services.
• Strong computer skills, including proficiency in Microsoft Office Suite (Outlook, Word, Adobe Acrobat).
• Typing and data entry experience required; knowledge of touch-typing systems preferred.
• Familiarity with legal terminology or deposition notices is a plus.
• Excellent attendance and punctuality are essential.