Podcast Guesting and Production Coordinator

JOB DESCRIPTION: Podcast Guesting and Production Coordinator
We are seeking a proactive and detail-oriented Virtual Assistant (VA) to manage and coordinate podcasting marketing plan. This position will coordinate the company owner to be a guest on podcasts and to coordinate the production of the company podcast. The ideal candidate will have excellent communication skills and a passion for helping others share their expertise through podcasting.

Key Responsibilities for Podcast Guest Pitching:

Research & Identification:
Identify relevant podcasts within specified niches and industries
Evaluate potential podcasts based on popularity and relevance

Outreach & Communication:
Craft personalized pitches and outreach emails to podcast hosts
Manage and maintain professional correspondence with podcast hosts and producers
Follow up on initial outreach to secure booking confirmations

Coordination & Scheduling:
Coordinate and schedule podcast appearances, ensuring all details are confirmed
Maintain an organized calendar of booked podcast appearances and upcoming opportunities
Send reminders and preparatory materials to ensure readiness for each appearance.

Content Preparation:
Gather and provide any necessary materials to podcast hosts (e.g., bio, headshot, talking points).
Assist in developing talking points or outlines for podcast appearances if needed.

Database Management:
Maintain a comprehensive database of contacted podcasts, status updates, and outcomes.
Track metrics and feedback from podcast appearances to refine future outreach strategies.

Follow-Up:
Thank podcast hosts post-interview and nurture relationships for future opportunities.
Request and manage links to published episodes and share them appropriately.
Key Responsibilities for Podcast Production:

Research & Identification:
Identify relevant guests within specified niches and industries
Evaluate potential guests based on experience, relevance to the show, and their reach

Outreach & Communication:
Craft personalized pitches and outreach emails to podcast guests
Manage and maintain professional correspondence with podcast guests
Follow up on initial outreach to secure booking confirmations
Review and respond to guest applications

Coordination & Scheduling:
Coordinate and schedule podcast interviews, ensuring all details are confirmed
Maintain an organized calendar of booked podcast recording schedules
Send reminders and preparatory materials to ensure readiness for each recording.

Content Preparation:
Gather and provide any necessary materials to podcast guests (e.g., bio, headshot, talking points).
Gather and provide necessary materials for podcast host before the interview.
Assist in developing talking points or outlines for podcast interviews.

Database Management:
Maintain a comprehensive database of contacted guests, status updates, and outcomes.
Track metrics and feedback from podcast guests to refine future outreach strategies and interview process.

Follow-Up:
Thank podcast hosts post-interview and nurture relationships for future opportunities and to ensure the guest has all marketing materials and timeline to promote their episode when it goes live.
Request and manage links to published episodes and share them appropriately.
Coordinate with the production team to podcast release, and promote.

Additional Skills
Preparation of marketing materials for both podcast guesting and our own podcast
Highly detailed and reliable in following up on tasks

Key Responsibilities
Research & Identification: Find and evaluate relevant podcasts and guests.

Outreach & Communication: Craft and send personalized pitches to podcast hosts.

Coordination & Scheduling: Schedule appearances, guests, and manage booking calendar.

Content Preparation: Provide and collect necessary materials (bio, headshot, talking points) to hosts.

Follow-Up: Thank hosts and guests, follow-up with the production team, and manage links and marketing materials to published episodes.

Qualifications
Experience as a Virtual Assistant
Excellent written and verbal communication skills.
Strong organizational skills and attention to detail.
Ability to work independently and manage multiple tasks.
Experience in using project management software (ie: Trello, Asana, etc.)
Familiar with Canva, Google Drive and Facebook
Able to work business hours GMT -7 (PST/PDT Seattle, WA)