Administrative & Podcast Operations Coordinator

Global Finance Teams; Makati; On-site; PHP 558,000 - 893,000; Full time

Job summary

Global Finance Teams is seeking a proactive Administrative & Podcast Operations Coordinator to manage day-to-day administrative tasks for our podcast program, coordinate guest communications, and support event and newsletter activities.

You will schedule recordings, review content from external partners, publish posts across LinkedIn and X, assist with sponsorships, and help implement AI-driven workflows to keep projects moving smoothly.

Qualifications

• Experience as an Executive Assistant, Administrative Coordinator, Operations Coordinator, or Virtual Assistant.
• Strong organizational and time management skills.
• Experience with Notion, Calendly, Canva, and Google Workspace.
• Excellent written and verbal communication skills.
• Ability to manage multiple projects simultaneously.
• Experience supporting podcasts, events, or content creators is an advantage.

Responsibilities

• Manage the administrative side of the podcast production process.
• Review deliverables from external marketing agencies, including videos, shorts, and show notes.
• Coordinate with podcast guests and collect headshots, biographies, and supporting information.
• Schedule podcast recordings and manage calendars through Notion and Calendly.
• Publish approved podcast content across social platforms (LinkedIn, X).
• Support AI-driven processes and workflows.
• Manage invoicing and administrative documentation.
• Update internal reports, newsletters, and podcast-related records.
• Coordinate sponsorship activities and vendor communications.
• Create basic Canva graphics for newsletters, events, and promotions.

Skills

Organizational skills

Time management

Communication skills

Notion

Calendly

Canva

Google Workspace

Multitasking

Tools

Notion

Calendly

Canva

Google Workspace

Job description

Our client is a rapidly growing content, media, and professional development business that leverages podcasts, newsletters, events, and digital platforms to engage a global audience. They are seeking highly motivated professionals to support both operational excellence and audience growth initiatives.

Position Summary

The Administrative & Podcast Operations Coordinator will be responsible for managing the day-to-day administrative operations of the podcast, coordinating guest communications, maintaining schedules, supporting events, and assisting with newsletter and sponsorship activities. This role is ideal for someone who thrives in a fast-paced environment and enjoys keeping projects organized and moving forward.

Key Responsibilities

Podcast Operations

• Manage the administrative side of the podcast production process
• Review deliverables from external marketing agencies, including videos, shorts, and show notes
• Coordinate with podcast guests and collect required materials such as headshots, biographies, and supporting information
• Schedule podcast recordings and manage calendars through Notion and Calendly
• Publish approved podcast-related content across social media platforms, including LinkedIn and X (Twitter)
• Support the implementation and management of AI-driven processes and workflows

Administrative Support

• Manage invoicing and administrative documentation
• Update internal reports, newsletters, and podcast-related records
• Manage LinkedIn connection requests and professional networking activities
• Conduct email outreach related to marketing initiatives and events
• Maintain and update website event calendars
• Coordinate sponsorship activities and vendor communications
• Create basic Canva graphics for newsletters, events, and promotional materials

Qualifications

• Previous experience as an Executive Assistant, Administrative Coordinator, Operations Coordinator, or Virtual Assistant
• Strong organizational and time management skills
• Experience with Notion, Calendly, Canva, and Google Workspace
• Excellent written and verbal communication skills
• Ability to manage multiple projects simultaneously
• Experience supporting podcasts, events, or content creators is an advantage