We are seeking a proactive and detail-oriented Podcast Outreach & Administrative Virtual Assistant to support a podcast booking agency that helps clients get featured as guests on various podcasts.
The VA will primarily assist with podcast outreach, scheduling podcast appearances, preparing podcast briefing documents, and general administrative support. The role involves following established SOPs, managing scheduling workflows, and coordinating with podcast hosts and clients.
This position is ideal for someone who is organized, responsive, comfortable using online tools, and capable of taking initiative to move tasks forward without constant supervision.
Scope of Work:
- Podcast Outreach Support
- Use outreach templates to send messages to podcast hosts via PodMatch and similar platforms
- Customize templates (host name, podcast name, and relevant details)
- Track responses from podcast hosts
- Move leads through the outreach workflow based on responses
- Podcast Booking & Scheduling
- Monitor replies from podcast hosts who agree to feature clients
- Coordinate scheduling between hosts and clients
- Access and review client calendars to find available slots
- Book podcast appearances promptly to secure available time slots
- Podcast Preparation Documents
- Create podcast briefing or preparation documents for clients
- Compile podcast details including show information and relevant insights
- Utilize AI prompts and templates to assist with document creation
- Administrative Support
- Manage and update workflows in HubSpot CRM
- Coordinate communication and task updates through Slack
- Follow SOPs and ensure tasks move through each stage of the workflow
- Optional / Bonus Tasks
- Assist with podcast video clip preparation
- Use tools such as Opus Clip to generate short video clips from podcast recordings
Qualifications:
- Required:
- Strong organizational and administrative skills
- Excellent written and spoken English
- Strong attention to detail
- Ability to follow SOPs and structured workflows
- Ability to work independently and take initiative
- Availability during key hours
Preferred:
- Experience with podcast outreach or podcast production
- Experience with CRM tools
- Familiarity with calendar management and scheduling
- Basic knowledge of AI tools for content preparation
- Experience with video clipping or basic video editing
Tools & Platforms:
- PodMatch – podcast outreach platform
- HubSpot – CRM and workflow tracking
- Slack – team communication
- Calendar tools – scheduling podcast recordings
- Opus Clip – AI-powered podcast video clipping (optional)
- Training and SOPs will be provided.
Shift & Hours:
- Minimum commitment: Starting with 10 hours per week; semi-flexible schedule
- Preferred availability within 9:00 AM – 5:00 PM EST
- Candidate should be able to respond promptly to scheduling requests during business hours
- Work may involve short daily tasks rather than continuous hours
- Target Start Date: First week of April