Podcast Booking & Outreach Virtual Assistant (High-Level Clients)
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AI Summary
Identify and qualify high-quality podcast opportunities for premium clients using tools like Listen Notes. Conduct personalized outreach and follow-ups to secure guest appearances, handing off confirmed bookings to the internal team.
About the Company
You will be supporting a fast-growing podcast booking agency. The company
specializes in helping high-level entrepreneurs, founders, and industry experts
grow their authority through strategic podcast placements and content
amplification.
The agency works with premium clients (doctors, founders, biohackers,
wellness experts, and established personal brands) and focuses on top-tier
podcast opportunities, not mass or low-quality bookings
Role Overview
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
- 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
- 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
Ideal Candidate Profile
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
- 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
- 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 On-going support - Min 10 hrs per week
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