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.
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.