Administrative & Podcast Operations Coordinator

Our client is a rapidly growing content, media, and professional development business that leverages podcasts, newsletters, events, and digital platforms to engage a global audience. They are seeking highly motivated professionals to support both operational excellence and audience growth initiatives.

Position Summary

The Administrative & Podcast Operations Coordinator will be responsible for managing the day-to-day administrative operations of the podcast, coordinating guest communications, maintaining

schedule

s, supporting events, and assisting with newsletter and sponsorship activities. This role is ideal for someone who thrives in a fast-paced environment and enjoys keeping projects organized and moving forward.

Key Responsibilities

Podcast Operations

• Manage the administrative side of the podcast production process
• Review deliverables from external marketing agencies, including videos, shorts, and show

note

s

• Coordinate with podcast guests and collect required materials such as headshots, biographies, and supporting information
• Schedule podcast recordings and manage calendars through Notion and Calendly
• Publish approved podcast-related content across social media platforms, including LinkedIn and X (Twitter)
• Support the implementation and management of AI-driven processes and workflows

Administrative Support

• Manage invoicing and administrative documentation
• Update internal reports, newsletters, and podcast-related records
• Manage LinkedIn connection requests and professional networking activities
• Conduct email outreach related to marketing initiatives and events
• Maintain and update website event calendars
• Coordinate sponsorship activities and vendor communications
• Create basic Canva graphics for newsletters, events, and promotional materials

Qualifications

• Previous experience as an Executive Assistant, Administrative Coordinator, Operations Coordinator, or Virtual Assistant
• Strong organizational and time management skills
• Experience with Notion, Calendly, Canva, and Google Workspace
• Excellent written and verbal communication skills
• Ability to manage multiple projects simultaneously
• Experience supporting podcasts, events, or content creators is an advantage