Podcast Booking Associate

Job Title: Podcast Booking Associate

Location: Remote – Latin America Preferred

Type of Contract: Full-Time | Remote

Salary Range: Market Rates

Our client is seeking a skilled Podcast Booking Associate with experience in client communication, scheduling, and operational coordination to join their growing team. You will play a key role in managing communication between podcast hosts and clients, coordinating interviews, and maintaining accurate internal systems. Your work will directly impact booking outcomes, client satisfaction, and the efficiency of their podcast outreach operations.

Key Responsibilities

• Manage day-to-day email communication with clients and podcast hosts, providing clear updates, answering questions, and resolving routine issues.
• Coordinate interview scheduling between clients and podcast hosts, including confirmations, reminders, rescheduling, cancellations, and no-show follow-up.
• Guide new clients through a defined onboarding process, including welcome communications, information collection, and media kit delivery.
• Execute the complete booking workflow by preparing client-facing forms, coordinating calendars, updating databases, and tagging confirmed appearances.
• Maintain accurate information across Google Sheets, podcast databases, appearance trackers, deliverables records, Asana tasks, and other internal systems.
• Follow up on inactive email threads, pending opportunities, delayed episode releases, and outstanding client or host requests.
• Delegate research, proofreading, and outreach tasks based on client needs and team capacity while escalating complex situations to senior team members.

Must-Have Qualifications

• Near-native written English with the ability to communicate clearly, professionally, warmly, and accurately with U.S.-based executives and podcast hosts.
• English proficiency at C1 level or higher, with C2 strongly preferred.
• Strong reading comprehension and the ability to review complete email threads before preparing an appropriate response.
• Exceptional attention to detail when managing multi-step workflows across several systems and communication channels.
• Strong organizational and systems-thinking skills, with the ability to execute repeatable processes consistently.
• Working knowledge of Google Sheets, email platforms, task-management tools, and other cloud-based business systems.
• Proven ability to prioritize independently, manage a high-volume inbox, meet commitments, and remain calm in a remote work environment.

Preferred Qualifications

• Previous experience in client services, customer success, account coordination, virtual assistance, or an agency environment.
• Familiarity with podcasting, public relations, sales development, guest booking, or B2B outreach.
• Experience using tools such as Missive, Asana, Airtable, Instantly, or HeyReach.
• Strong written empathy when communicating cancellations, delays, scheduling changes, or other sensitive updates.
• Sound judgment when handling situations without a clearly defined process or immediate supervision.
• Availability to overlap at least six hours per day with U.S. Eastern business hours, approximately 9:00 a.m. to 5:00 p.m. ET.