Podcast Booking & Outreach Virtual Assistant

Role Description

We are looking for a Podcast Booking & Outreach Virtual Assistant responsible for securing high-quality podcast guest appearances through strategic outreach and relationship building. This role is 100% focused on outreach and booking confirmations — no scheduling or client management tasks required.

Key Responsibilities

• Podcast Research & Qualification
  • Identify aligned podcast opportunities based on client niche and target audience
  • Use Listen Notes to evaluate podcast quality
  • Ensure podcasts meet minimum 3% global ranking (or higher depending on client)
• Outreach & Pitching
  • Conduct outreach primarily via email, with optional use of LinkedIn and Instagram
  • Send personalized, non-templated pitches tailored to each podcast host
  • Maintain a human, authentic tone (not AI-sounding or generic messaging)
• Follow-Up Process
  • Execute a structured follow-up system:
  • Initial outreach
  • 2 follow-ups (1–2 weeks apart)
  • Max of 3 total touchpoints per podcast
• Booking Confirmation Handoff
  • Once a podcast host confirms interest, forward the full email thread to internal team
  • No responsibility for scheduling, calendar management, or client communication post-booking

Scope of Work (Important)

• Outreach and booking ONLY
• No calls required
• No scheduling or account management
• No client-facing responsibilities after booking

Tools & Platforms

• Listen Notes (required)
• Email platforms (Gmail/Outlook)
• Slack (internal communication)
• Optional: LinkedIn, Instagram, Basic research tools

Qualifications

• Required Skills
  • Strong written English communication
  • Excellent research and analytical skills
  • Ability to personalize outreach messages
  • Detail-oriented and organized
  • Self-starter with strong initiative
• Preferred (but not required)
  • Experience in podcast booking, PR outreach, lead generation
  • Existing network or database of podcast contacts
  • Familiarity with podcast industry and personal branding/thought leadership space

Key Traits for Success

• Results-driven and performance-focused
• Resourceful and proactive
• Able to maintain quality over quantity
• Strong understanding of audience alignment
• Comfortable working in a fast-paced, scaling environment

Working Setup

• Flexible schedule (partial overlap with client’s time zone preferred)
• Fully remote
• Communication via Slack

Growth Opportunity

• Long-term role with a rapidly scaling company
• Opportunity to transition into Client Success / Account Management roles
• Continuous hiring as the company grows (200+ active clients, onboarding weekly)

Important Client Requirements / Preferences (Summary)

• Focus on HIGH-QUALITY podcasts only (not mass outreach)
• Strong emphasis on personalization, alignment, and brand reputation
• No templated or spam-style outreach
• Experience preferred but trainable candidates welcome
• Ability to start producing results quickly is a plus

Compensation Structure (Important Note)

• Client’s current model: Performance-based (pay per confirmed booking)
• Open to discussion: Hourly (via agency structure)
• Potential performance bonuses for high output
• If client would agree with the Agency’s structure: May avail - Short-Term Package for 10, 20, 30 hrs for 7 days (trial – paid upfront)
• Initial set up can scale to ongoing support - Min 10 hrs per week