Client Success Virtual Assistant
Location: Remote
Schedule: Fixed U.S. Business Hours (Eastern Time Zone)
Hours: Minimum 20 hours/week (Preferred Full-Time: 40 hours/week)
Company Overview
A high-level podcast booking and media company founded by entrepreneur, bestselling author, speaker, and performance advisor. Through strategic podcast placements, authority-building opportunities, and media amplification, the company helps founders, CEOs, entrepreneurs, and thought leaders increase their visibility and influence.
The company is currently looking for a highly organized, proactive, and communication-focused Client Success Virtual Assistant to support client management, podcast coordination, workflow tracking, and overall client experience operations.
Role Overview
The Client Success VA will serve as a key operational support person within the company, helping ensure clients receive a smooth, organized, and high-touch experience throughout their podcast booking journey.
This role is ideal for someone who is highly organized, detail-oriented, excellent with communication, and confident managing multiple moving parts simultaneously. The VA will act as a bridge between clients, podcast hosts, and internal teams to help maintain momentum, accountability, and positive client relationships.
This is an ongoing long-term role with growth potential.
Primary Responsibilities
- Client Onboarding & Success Support
- Support the onboarding process and help ensure a smooth handoff once clients get started
- Serve as the primary point of contact for assigned clients via email and Basecamp
- Guide clients through onboarding steps, scheduling requirements, and next actions
- Provide timely, professional, and friendly communication throughout the client journey
- Maintain a positive client experience and quickly address questions, concerns, or delays
- Help clients stay organized and informed regarding their podcast opportunities and scheduling
- Podcast Coordination & Scheduling Support
- Communicate with podcast hosts before and after interviews
- Assist with interview scheduling and rescheduling coordination
- Ensure podcast interview logistics are properly organized and communicated
- Follow up with clients and hosts to help keep opportunities moving forward
- Track pending interviews and ensure no opportunities are missed or delayed unnecessarily
- Support scheduling workflows and calendar coordination as needed
- Workflow Tracking & Progress Monitoring
- Use The AI Work Platform for People & Agents | monday.com to monitor and update each client’s podcast opportunities and overall progress
- Maintain accurate status updates, notes, and workflow records
- Monitor client pipelines and identify stalled opportunities
- Flag clients with 3+ unbooked opportunities sitting for over one week, triggering a pause in pitching activity
- Notify both the client and booking team when pauses or intervention are needed
- Escalate internally if a client has not received new opportunities within designated timelines
- Help ensure accountability and visibility across all active client accounts
- Internal Communication & Team Coordination
- Communicate updates and concerns clearly with internal booking and operations teams
- Advocate for client needs internally and help maintain alignment between departments
- Provide strong follow-up on action items and pending tasks
- Help ensure workflows remain organized, efficient, and client-focused
- Contribute positively to team collaboration and communication
Required Skills & Qualifications
Required Skills
- Excellent written and verbal English communication skills
- Strong organizational and multitasking abilities
- Excellent follow-up and accountability skills
- Strong attention to detail
- Ability to manage multiple clients and workflows simultaneously
- Professional and client-friendly communication style
- Strong administrative and data entry skills
- Comfortable working in fast-paced remote environments
- Ability to learn systems and workflows quickly
- Strong problem-solving and critical thinking skills
- Reliable, proactive, and team-oriented mindset
Preferred Experience
- Client success, customer service, account management, or administrative support experience
- Experience supporting agencies, media companies, podcast businesses, or coaching brands
- Experience with scheduling and calendar coordination
- Experience working with U.S.-based clients or companies
- Experience handling multiple client accounts simultaneously
- Remote work experience preferred
Tools & Platforms
Preferred familiarity with:
- The AI Work Platform for People & Agents | monday.com
- Basecamp (preferred but not required)
- Email platforms (Gmail/Outlook)
- Outlook Calendar / Google Calendar
- Internet research tools
- General project management and communication platforms
Important Note:
Basecamp experience is a plus, but candidates who are quick learners and adaptable to new systems are highly encouraged to apply.
Schedule & Availability
- Fixed schedule preferred
- Up to 8 hours/day within U.S. Eastern Time business hours (8:00 AM – 6:00 PM EST)
- Minimum 20 hours/week
- Preferred long-term setup: Full-time 40 hours/week
Ideal Candidate Traits
- Highly organized and detail-oriented
- Strong communicator with a friendly and professional demeanor
- Excellent follow-up and accountability mindset
- Team player with a collaborative attitude
- Proactive and dependable
- Able to stay calm and organized under pressure
- Strong ownership mentality
- Comfortable balancing multiple priorities and deadlines
- Positive attitude and client-focused approach