The role of a Podcast Operations Virtual Assistant at 20four7VA
20four7VA is seeking offshore independent contractors to deliver remote services to clients worldwide, with a primary focus on developed markets such as the United States, the United Kingdom, Canada, and Australia.
We are seeking a highly organized and proactive Podcast Operations Virtual Assistant to support a growing podcast and coaching business. The podcast ranks within the top 2.5% globally and plays a major role in the company’s marketing and sales funnel.
The ideal candidate will manage the behind-the-scenes operations of the podcast, including guest coordination, episode scheduling, content assets, and marketing support. This role is perfect for someone who enjoys working with content, podcasts, and digital media workflows while ensuring smooth execution of each episode.
This position allows the podcast host to focus on content creation, client coaching, and business growth while the VA manages the operational workflow.
The objective of each engagement is to assist the client in improving business efficiency, enhancing service delivery, or supporting operational functions through high-quality, task-specific services rendered by a qualified contractor.
Scope of Services
Contractors will be required to provide services that align with the following client tasks:
Podcast Production Management
- Coordinate podcast episode workflows from guest booking to episode release
- Manage guest communication, scheduling, and confirmations
- Ensure all podcast assets are collected before recording (bio, headshot, links, etc.)
- Maintain and follow the podcast production checklist and systems
- Coordinate with the podcast editor to ensure episodes are completed on schedule
- Track upcoming episodes and publishing calendar
Guest Management
- Communicate with podcast guests via email
- Send onboarding instructions and recording details
- Follow up for required materials and assets
- Notify guests when their episode goes live
- Provide promotional materials for guests to share
Content & Marketing Support
- Create and organize episode assets
- Assist with episode descriptions, show notes, and promotional copy
- Support creation of marketing graphics and promotional materials
- Help distribute and promote new episodes across platforms
- Coordinate promotional outreach with guests
Content Repurposing
- Assist in repurposing existing podcast content (250+ episodes)
- Help identify opportunities to reuse past content
- Support creation of additional content assets from previous episodes
Administrative Support
- Maintain organized documentation and production workflows
- Manage episode tracking systems and task lists
- Assist with general operational tasks related to the podcast and coaching business
Audio Quality Control & Scheduling
- The VA should be responsible for reviewing the edited audio to ensure it meets our quality standards before uploading it to our host and scheduling the release.
- Content Calendar Management: They will be in charge of the content schedule and must proactively communicate this schedule to our guests.
- Technical Skills (Bonus): It would be a significant plus if the candidate has experience editing audio or creating edited video clips.
Each engagement is based on a defined scope of work and is governed by an independent contractor agreement. Services must be performed professionally, with adherence to any timelines, guidelines, and deliverables agreed upon in writing.
Skills
The Contractor must demonstrate proficiency in the following, depending on the Client’s requirements:
- Excellent written and spoken English
- Strong organizational and project management skills
- Experience managing podcast production workflows or digital content
- Ability to manage multiple moving parts and deadlines
- Strong communication and follow-up skills
- Detail-oriented and process-driven
Preferred (Nice-to-Have) Skills
- Experience working with podcasts
- Familiarity with podcast platforms (Buzzsprout, Libsyn, Spotify, Apple Podcasts, etc.)
- Experience with content marketing
- Graphic or asset creation experience
- Familiarity with content repurposing strategies
- Experience supporting coaches, creators, or digital entrepreneurs
The ideal candidate is someone who:
- Loves podcasts and digital media
- Is extremely organized and process-driven
- Communicates well with guests and team members
- Can take ownership of the podcast operations
- Enjoys working behind the scenes to keep content running smoothly
Work Schedule
- Contracted Hours per Week: 20 Hours
- Scheduled Working Days: Monday through Friday
- Daily Working Time: Flexible, EST
Note: The Company will make reasonable efforts to align the Assigned VA’s schedule with the Client’s preferred hours as set forth above. However, availability may vary based on time zones, capacity, and the contracted hours set in this SOW. Any changes must be mutually agreed to in writing through a revised SOW.
Terms of Engagement
- Contractors will operate under a Master Services Agreement and a Statement of Work
- This is not an offer of employment; contractors are not employees of 20four7VA or any client
- All compensation is processed through 20four7VA according to the terms of the engagement
What we offer
- Competitive rates
- Weekly payments
- Various open roles are available
- Free training and upskilling
- Constant support and guidance
- A vibrant community always ready to support you
- And more!
If this sparks your interest, we look forward to seeing your application!
To learn more about 20four7VA visit their website
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