Client Success Virtual Assistant

Company Overview

A high-level podcast booking and media company founded by entrepreneur, bestselling author, speaker, and performance advisor. Through strategic podcast placements, authority-building opportunities, and media amplification, the company helps founders, CEOs, entrepreneurs, and thought leaders increase their visibility and influence.

The company is currently looking for a highly organized, proactive, and communication-focused Client Success Virtual Assistant to support client management, podcast coordination, workflow tracking, and overall client experience operations.

Role Overview

The Client Success VA will serve as a key operational support person within the company, helping ensure clients receive a smooth, organized, and high-touch experience throughout their podcast booking journey.

This role is ideal for someone who is highly organized, detail-oriented, excellent with communication, and confident managing multiple moving parts simultaneously. The VA will act as a bridge between clients, podcast hosts, and internal teams to help maintain momentum, accountability, and positive client relationships.

This is an ongoing long-term role with growth potential.

Primary Responsibilities

1. Client Onboarding & Success Support
   

·       Support the onboarding process and help ensure a smooth handoff once clients get started

·       Serve as the primary point of contact for assigned clients via email and Basecamp

·       Guide clients through onboarding steps, scheduling requirements, and next actions

·       Provide timely, professional, and friendly communication throughout the client journey

·       Maintain a positive client experience and quickly address questions, concerns, or delays

·       Help clients stay organized and informed regarding their podcast opportunities and scheduling

1. Podcast Coordination & Scheduling Support
   

·       Communicate with podcast hosts before and after interviews

·       Assist with interview scheduling and rescheduling coordination

·       Ensure podcast interview logistics are properly organized and communicated

·       Follow up with clients and hosts to help keep opportunities moving forward

·       Track pending interviews and ensure no opportunities are missed or delayed unnecessarily

·       Support scheduling workflows and calendar coordination as needed

1. Workflow Tracking & Progress Monitoring
   

·       Use The AI Work Platform for People & Agents | monday.com to monitor and update each client’s podcast opportunities and overall progress

·       Maintain accurate status updates, notes, and workflow records

·       Monitor client pipelines and identify stalled opportunities

·       Flag clients with 3+ unbooked opportunities sitting for over one week, triggering a pause in pitching activity

·       Notify both the client and booking team when pauses or intervention are needed

·       Escalate internally if a client has not received new opportunities within designated timelines

·       Help ensure accountability and visibility across all active client accounts

1. Internal Communication & Team Coordination
   

·       Communicate updates and concerns clearly with internal booking and operations teams

·       Advocate for client needs internally and help maintain alignment between departments

·       Provide strong follow-up on action items and pending tasks

·       Help ensure workflows remain organized, efficient, and client-focused

·       Contribute positively to team collaboration and communication

Required Skills & Qualifications

Required Skills

·       Excellent written and verbal English communication skills

·       Strong organizational and multitasking abilities

·       Excellent follow-up and accountability skills

·       Strong attention to detail

·       Ability to manage multiple clients and workflows simultaneously

·       Professional and client-friendly communication style

·       Strong administrative and data entry skills

·       Comfortable working in fast-paced remote environments

·       Ability to learn systems and workflows quickly

·       Strong problem-solving and critical thinking skills

·       Reliable, proactive, and team-oriented mindset

Preferred Experience

·       Client success, customer service, account management, or administrative support experience

·       Experience supporting agencies, media companies, podcast businesses, or coaching brands

·       Experience with scheduling and calendar coordination

·       Experience working with U.S.-based clients or companies

·       Experience handling multiple client accounts simultaneously

·       Remote work experience preferred

Tools & Platforms

Preferred familiarity with:

·       The AI Work Platform for People & Agents | monday.com

·       Basecamp (preferred but not required)

·       Email platforms (Gmail/Outlook)

·       Outlook Calendar / Google Calendar

·       Internet research tools

·       General project management and communication platforms

Schedule & Availability

·       Fixed schedule preferred

·       Up to 8 hours/day within U.S. Eastern Time business hours (8:00 AM – 6:00 PM EST)

·       Minimum 20 hours/week

·       Preferred long-term setup: Full-time 40 hours/week

Ideal Candidate Traits

·       Highly organized and detail-oriented

·       Strong communicator with a friendly and professional demeanor

·       Excellent follow-up and accountability mindset

·       Team player with a collaborative attitude

·       Proactive and dependable

·       Able to stay calm and organized under pressure

·       Strong ownership mentality

·       Comfortable balancing multiple priorities and deadlines

·       Positive attitude and client-focused approach