Podcast Operations Coordinator & Executive Assistant

Overview

We are hiring a Podcast Operations Coordinator & Executive Assistant for a founder-led company in the Healthcare & Media (Podcasting) industry. This is a Part-Time remote role for a United States based company. This role is ideal for someone who is highly organized, proactive, detail-oriented, tech-savvy, and an excellent communicator with strong discretion and confidentiality.

Key Responsibilities

• Email & Inbox Management: Triage and manage a high-volume inbox; draft, proof, and send professional correspondence.

• Podcast Guest Coordination: Manage the guest pipeline—outreach, booking, confirmations, calendar invites, reminders, day-of coordination, and post-episode follow-ups.

• Cross-Team Coordination: Collaborate directly with production teams (editing, post-production, design) to ensure assets, timelines, and deliverables stay on track.

• Calendar & Asset Management: Maintain and optimize the executive calendar to protect focus time; prepare guest briefs, episode folders, and track a simple content calendar.

• Administrative Support: Build and update simple SOPs, trackers, weekly status reports, and handle ad hoc research or light personal tasks as needed.

Required Qualifications

• 2+ years of experience in Podcast Coordination, Executive Assistant or Virtual Assistant supporting a founder or senior leader.

• Demonstrated experience coordinating podcast or media workflows (guest booking, scheduling, asset handoffs).

• Excellent written and spoken English with professional email etiquette and stakeholder communication skills.

• Strong organization, prioritization, and follow-through; ability to work within Pacific Time core hours.

Preferred Qualifications

• Hands-on collaboration with editors, producers, and designers in a content pipeline.

• Familiarity with US healthcare scheduling, forms, billing workflows, and HIPPA awareness. 

• Ability to create light social media assets/clips and basic copyediting skills.

Required Skills & Tools

• Google Workspace: Gmail, Calendar, Drive, Docs, and Sheets (expert email/calendar management).

• Scheduling & Project Tools: Calendly, Zoom, Google Meet, Asana, and Trello.

• Content & Media Tools: Descript, Canva, or similar software. 

• Forms & Payments: DocuSign, Jotform, Stripe, Square, and exposure to EHR/EMR systems.

Schedule & Pay

• Part-Time position; approximately 10 hours per week. Core hours will target 12:00 PM to 2:00 PM within the Pacific Standard Time (PST) time zone. 

• This is a fully remote job for a United States (Pacific Time) based company.

• Pay ranges from  R3200 to R4300 per month

• Annual raises, bonuses, confirmed holidays PTO, structured onboarding, and ongoing training.

System Requirements

• Internet speed of at least 20 Mbps upload and download

• Computer with a 2.4 GHz processor or higher

• 8 GB of RAM or higher

• Windows 10 or newer, or Mac OS X 10.10 or newer

• HD 720p webcam

• Headset with a microphone

Benefits

• Competitive pay rates.

• The company provides a US phone number and business email address.

• Enjoy the flexibility of working remotely, from home or any location of your choice.

• Eliminating commute time.

• Consistent work and direct collaboration with the founder, making a real impact.

• Stable work hours, predictable workload, and consistent pay.

• A supportive and inclusive work environment that values diversity and individual growth alongside a growing health and wellness program.

If you are a proactive, detail-driven professional who thrives in fast-paced media and wellness environments, we want to hear from you! Apply today to join a team and play a pivotal role in streamlining operations, connecting with inspiring podcast guests, and supporting the patient community.