Employment Type:
Part Time
Location Type:
Remote
Department:
Client Success
Compensation:
Fixed Monthly Retainer – Offers Bonus
We’re building the #1 podcast booking agency for health and wellness businesses worldwide.
Our outreach team secures interest from top podcast hosts every week. This role turns that interest into confirmed bookings and keeps clients informed at every step.
As Communications Associate, you own the full booking conversion process: managing host conversations, coordinating schedules, and making sure our results reach clients quickly and clearly. You are the connective tissue between our outreach team and the confirmed placement.
We are looking for someone who communicates with precision, handles multiple active threads without dropping anything, and represents our clients and our brand at a high standard in every message.
Responsibilities
Scheduling & booking confirmation
- Coordinate recording dates and times between hosts and clients, following up consistently until dates are locked in.
- Resolve scheduling conflicts and flag any delays, complications, or missing information with hosts and the team
- Log all confirmed booking details accurately in our systems.
Client communications
- Notify clients of confirmed bookings promptly
- Send weekly updates regarding the status of new bookings, upcoming interviews, and live episodes, if something is pending etc.
Inbox management
- Monitor the inbox and ensure nothing sits unanswered, nothing falls through the cracks.
- Keep the inbox organized: track conversation status, follow up consistently, and close out completed bookings cleanly.
- Maintain professionalism and warmth in all host interactions, protecting PodWritten’s reputation and our clients’ brand in every message.
Expected results
- Host interest converts to confirmed bookings consistently and without friction.
- New bookings are handled and confirmations reach clients within 16 hours
- Other emails are responded to within 24 hours.
- All booking records are complete and correct. No critical details missing or logged incorrectly.
- Organize and schedule across time zones: when scheduling meetings or calls, always display times in the timezone of the client and/or host.
- Clients are never left wondering what’s happening; they receive timely, clear updates at every stage.
- Every host and client interaction reflects PodWritten’s professionalism.
Requirements
- 0–2 years of experience in a VA, coordination, PR, or talent booking role where you owned external communications end-to-end.
- Close attention to detail and the ability to manage multiple active email threads simultaneously and move each one forward without dropping the ball
- Ability to read a conversation, understand the context, and respond in the right manner
- Experience working within documented systems and SOPs while exercising independent judgment when situations require it.
- Background in media, podcasting, VA roles, and environments is a strong advantage.
- Excellent written and spoken English
- Availability to work within US time zones
Schedule & work style
- Remote work from anywhere.
- Part-time, approximately 10–15 hours per week to start.
- Flexible hours with availability expected for time-sensitive host and client communications during business hours.
Compensation
- Fixed monthly retainer, competitive based on experience.
- Quarterly bonus based on performance.
- Opportunity to grow your scope and compensation as PodWritten scales.
What We Offer
- Remote-first culture with flexibility.
- Learning opportunities in media, PR, podcast strategy, and business growth.
- A growth-oriented environment that values continuous improvement, direct feedback, and high standards.
- Meaningful impact: Your work directly increases health and wellness experts’ visibility and business success, helping them reach more people and support healthier, happier lives.
PodWritten Core Values
At PodWritten, our values aren’t just words on a page, they guide every decision, every interaction, and every connection we make. The right person lives these values every day and knows they are the fuel behind our success.
Relationship Mastery
Relationships are the heart of our business. We build trust, show care, and honor every connection we make, whether with hosts, clients, or teammates. We don’t just complete tasks; we create experiences people remember.
Commitment to Growth
We rise to the challenge. We don’t settle for “good enough.” When it matters most, we push harder, move faster, and hold ourselves to higher standards. Every small improvement compounds into big wins for our clients, our team, and our hosts.
Courageous Feedback
We speak the truth with empathy and clarity. Feedback is a gift, honesty is expected, and growth comes from saying what needs to be said. We communicate boldly, act decisively, and listen deeply.
Integrity in Action
Our words, actions, and intentions are aligned. Always. People can count on us to do the right thing, even when no one is watching. Integrity earns trust, and trust builds everything we do.