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