Calendar & scheduling support for research & policy professionals

Research and policy work runs on coordination — grant review windows, legislative session calendars, IRB meeting cycles, and stakeholder briefings rarely align on their own. When your time is split between fieldwork, writing, and external partners, scheduling logistics can quietly consume hours that belong to the actual work. A Trusty Oak EA takes ownership of that coordination so your calendar reflects your priorities, not your inbox.

300+ tasks completed in this service category across our client base.

Fractional calendar & scheduling support for research and policy organizations

How Trusty Oak handles calendar & scheduling for research and policy organizations

A Trusty Oak EA assigned to your research or policy work learns the rhythm of your specific calendar — grant deadlines, committee cycles, public comment periods, and recurring stakeholder touchpoints — and manages scheduling around those fixed constraints. Day-to-day, they handle inbound meeting requests, propose times using tools like Calendly, Acuity, or Google Calendar, and send confirmations with any relevant prep materials or agenda links attached. If you're coordinating across government agencies, academic institutions, or nonprofit partners, they manage the multi-party back-and-forth that would otherwise clog your email. Your role is to flag priorities and approve anything that requires your judgment; the EA handles the mechanics from first outreach through calendar confirmation.

What your EA takes off your plate

Before handing off your calendar, spend 20 minutes writing down the categories of meetings you always accept, always decline, and need to evaluate case by case — this single document will save your EA from guessing and save you from reviewing every decision. The most common mistake is giving access without context: an EA who doesn't know that a funder call outranks an internal check-in will schedule them in the wrong order. Share your current calendar for two weeks so they can observe the pattern before taking the wheel.

1

Legislative and Regulatory Calendar Tracking

Monitor session calendars, public comment deadlines, and committee hearing schedules and block time on your calendar accordingly so nothing gets missed.

2

Multi-Stakeholder Meeting Coordination

Manage scheduling across government agencies, academic partners, and nonprofit collaborators using shared scheduling tools like Doodle or When2meet to find workable windows.

3

IRB and Grant Review Meeting Scheduling

Coordinate IRB submission windows, review board meetings, and funder check-ins by cross-referencing institutional calendars and sending timely invitations with required documentation.

4

Conference and Symposium Logistics Scheduling

Build out travel and presentation schedules for academic conferences or policy convenings, including session blocks, speaker prep time, and debrief windows.

5

Recurring Team and Advisory Board Meeting Management

Set up and maintain standing meetings with research teams or advisory boards, including agenda distribution, rescheduling when conflicts arise, and follow-up reminders.

Tools our team works with

We adapt to your existing stack — no forced migrations.

Calendly
Acuity Scheduling
Microsoft Outlook
Google Calendar
Microsoft Teams
Zoom

...and many more!

Trusted by research and policy organizations

Trusty Oak supports research and policy organizations including Clayton Christensen Institute — handling everything from calendar & scheduling to broader operational support.

What calendar & scheduling support costs for research and policy organizations

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

Executive Assistants
~$35/hour
25 hours $875
Specialists
~$50/hour
5 hours $250
Fractional Executives
~$95/hour
0 hours $0
Your monthly budget
$1,125

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

Book a Discovery Call

Frequently Asked Questions

Yes — Trusty Oak EAs are comfortable working across Google Calendar, Outlook, and institutional scheduling portals, and they're used to coordinating with contacts who have strict availability constraints or require formal meeting requests. They'll adapt to whatever systems your external partners use rather than asking those partners to change their workflow.
Your EA will work from a master reference document you build together during onboarding — covering known cycles like session dates, RFP windows, and review board schedules — and update it as new deadlines are announced. They can also monitor specific agency websites or grant portals for deadline updates if that's part of your workflow.
Your EA can act quickly on urgent requests — reaching out to stakeholders, clearing conflicts, and confirming logistics same-day when needed. You'll set a communication protocol during onboarding (typically email or Slack) so your EA knows how to flag urgent requests and when to act without waiting for approval.

Get your research calendar under control

Trusty Oak's onboarding includes a Strategic Delegation Plan built around your specific workflow — so your EA understands your calendar before they touch it. Monthly plans start at $1,000 with a one-time $300 onboarding fee.