Looking for: General Admin VA
Role Overview
We are looking for a proactive and highly organized Virtual Assistant to support calendar management, podcast coordination, and general administrative tasks for a global consultant and podcast host.
The role will initially focus on podcast guest scheduling and inbox coordination, with potential expansion into admin support and light data entry tasks.
Core Responsibilities
Calendar & Appointment Management
- Coordinate and schedule podcast guest interviews
- Manage back-and-forth email communication to align availability
- Send calendar invites with correct time zones (primarily Australia, NZ, and nearby regions)
- Optimize calendar availability based on client-provided schedule blocks
- Handle rescheduling and calendar adjustments as needed
Podcast Coordination (High Priority)
- Review incoming podcast guest requests
- Respond on behalf of the client:
- Accept or decline guest invitations based on guidance
- Reach out to confirmed guests to schedule recording sessions
- Ensure smooth coordination from agreement → booked session
- Manage a pipeline/list of podcast guests (e.g., 20+ backlog)
Email & Communication Support
- Monitor and respond to podcast-related emails
- Draft and send professional replies on behalf of the client
- Coordinate scheduling communication via email (no phone calls required)
- Maintain clear and professional tone aligned with client voice
Administrative & Data Entry Tasks
- Input invoice data into spreadsheets (non-accounting, simple encoding)
- Maintain organized records of scheduled calls and contacts
- Track status of podcast guests (scheduled, pending, completed)
Potential Additional Tasks (as workload expands)
- Basic inbox management beyond scheduling
- Light CRM or tracking system updates
- Supporting lead generation coordination (future phase – optional)
Tools & Systems
(Flexible depending on client preference, but likely includes)
- Google Calendar or similar scheduling tools
- Email platforms (Gmail/Outlook)
- Spreadsheets (Google Sheets / Excel)
- Time zone coordination tools
Required Skills & Qualifications
- Strong calendar and scheduling experience
- Excellent written English communication (email-based coordination)
- High attention to detail and organization
- Ability to manage multiple scheduling threads simultaneously
- Experience working across time zones
- Proactive and able to follow structured guidelines independently
Preferred (Nice to Have)
- Experience supporting podcasts or content creators
- Familiarity with scheduling international guests
- Basic admin or operations support experience
Client Preferences & Working Style
- Communication primarily via email
- Prefers efficient, independent execution
- Will provide calendar availability blocks for guidance
- Tasks may be sporadic/batch-based (e.g., scheduling multiple guests at once)
- Values someone who can take initiative and reduce manual coordination load
Important Notes from Client
- Immediate priority: Podcast scheduling backlog
- Guest locations: Mostly Australia, New Zealand, Southeast Asia
- Client receives high volume of podcast requests
Working Hours:
- Minimum of 10 hours per week
- AU Business Timezone