Podcast Assistant – Guest Scheduling and Episode Coordination

Progressive Technology; Manila; Hybrid; PHP 268.000 - 469.000; Vollzeit

Benefits dieser Stelle

Flexible working arrangements

Remote collaboration

Exposure to podcast production

Zusammenfassung

Progressive Technology is seeking a Podcast Assistant – Guest Scheduling and Episode Coordination to support planning, coordination, and production workflows for podcast episodes. The role involves coordinating guests, managing recording schedules, preparing episode calendars, and ensuring details are organized before, during, and after each recording session.

The successful candidate will maintain guest databases, schedule communications with hosts and guests, and track episode progress while

Qualifikationen

• Strong written and verbal communication in English.
• Excellent organizational and time-management skills.
• Experience with calendar management and virtual meetings.
• Ability to work with remote or in-person teams.
• Confidential handling of guest information.

Aufgaben

• Identify potential podcast guests based on topics and objectives.
• Coordinate guest availability and schedule interviews.
• Maintain an organized episode calendar with dates, guests, and deadlines.
• Prepare episode checklists and confirm arrangements before sessions.
• Track status of upcoming, recorded, edited, and published episodes.
• Coordinate with hosts, producers, editors, and team members.

Kenntnisse

English communication

Organizational skills

Time management

Calendar management

Professional email communication

Attention to detail

Independent work

Ausbildung

High school diploma or equivalent

Diploma/degree in communications or media

Tools

Google Workspace

Microsoft Office

Trello

Jobbeschreibung

1. Job Summary

Progressive Technology is seeking a highly organized, proactive, and detail-oriented Podcast Assistant – Guest Scheduling and Episode Coordination to support the planning, coordination, and production workflow of podcast episodes. This role is ideal for someone who enjoys communication, scheduling, content organization, and working behind the scenes to help create engaging podcast experiences. The successful candidate will assist with coordinating podcast guests, managing recording schedules, preparing episode calendars, communicating with hosts and guests, and ensuring that all essential details are organized before, during, and after each recording session. The role involves maintaining accurate records, sending invitations and reminders, tracking episode progress, and helping the podcast production team meet its deadlines. The ideal candidate should have excellent communication and time-management skills, a professional approach to guest relations, and the ability to manage multiple tasks efficiently. Familiarity with digital calendars, online meeting platforms, spreadsheets, and content management tools will be beneficial. This opportunity is suitable for candidates interested in podcast production, digital media, content creation, virtual assistance, and administrative coordination. Depending on the teams requirements, the position may offer remote, hybrid, or on-site working arrangements.

2. Key Responsibilities

Guest Scheduling and Communication

• Identify potential podcast guests based on the topics, themes, and objectives provided by the podcast team.
• Contact prospective guests through email, professional networking platforms, or other approved communication channels.
• Coordinate guest availability and arrange suitable dates and times for interviews and recording sessions.
• Send professional invitations, calendar appointments, confirmations, and follow-up messages.
• Maintain clear and timely communication with guests regarding recording schedules, session formats, expected duration, and preparation requirements.
• Respond to scheduling inquiries, reschedule appointments when necessary, and communicate changes promptly.
• Maintain a positive and professional guest experience throughout the scheduling process.

Episode Planning and Coordination

• Maintain an organized podcast episode calendar that includes planned topics, recording dates, guest details, and publication deadlines.
• Coordinate with podcast hosts, producers, editors, and other team members to ensure recording sessions are properly scheduled.
• Prepare episode checklists and confirm that essential arrangements are completed before each session.
• Track the status of upcoming, recorded, edited, approved, and published episodes.
• Monitor production timelines and follow up on outstanding tasks to help prevent delays.
• Assist in coordinating special episodes, guest interviews, panel discussions, and other podcast-related activities.
• Update schedules when episode priorities, guest availability, or production requirements change.

Recording Preparation and Technical Coordination

• Share recording instructions, meeting links, technical guidelines, and relevant preparation materials with guests.
• Confirm that guests have received the necessary information before their scheduled sessions.
• Help the production team organize interview questions, guest biographies, reference materials, and episode briefs.
• Check online meeting invitations and recording details for accuracy before each session.
• Provide basic technical and administrative support during virtual recording sessions when required.
• Communicate technical issues or recording delays to the appropriate team members.
• Coordinate with editors and producers to ensure recorded files and supporting materials are properly organized.

Administrative and Documentation Support

• Maintain accurate guest databases containing contact information, communication history, scheduling preferences, and participation status.
• Organize episode-related documents, interview notes, guest biographies, consent forms, and other approved materials.
• Update spreadsheets, project management boards, and shared calendars regularly.
• Prepare simple progress reports covering guest confirmations, upcoming recordings, pending follow-ups, and episode status.
• Keep digital files organized using consistent naming conventions and folder structures.
• Handle guest information and internal production documents confidentially.

Post-Recording Coordination

• Follow up with guests after recording sessions to thank them for their participation and maintain professional relationships.
• Coordinate the collection of any outstanding information, photographs, biographies, or approved promotional materials.
• Assist the production team in tracking editing progress, review requests, and episode approval deadlines.
• Confirm scheduled publication dates and coordinate approved guest notifications when episodes become available.
• Help gather guest feedback and maintain records that support improvements in the podcast coordination process.

Team Collaboration and Process Improvement

• Work closely with podcast hosts, content managers, marketing professionals, editors, and production coordinators.
• Participate in planning meetings and provide updates on scheduling progress and potential conflicts.
• Identify opportunities to improve guest communication templates, scheduling procedures, and episode tracking systems.
• Support additional administrative and content coordination tasks as assigned.
• Contribute to a collaborative, organized, and deadline-focused working environment.

3. Required Skills and Qualifications

• High school diploma or equivalent qualification required; a diploma or degree in communications, media studies, journalism, business administration, marketing, or a related field is an advantage.
• Strong written and verbal communication skills in English.
• Excellent organizational skills and the ability to manage multiple appointments, deadlines, and follow-up tasks.
• Good time-management skills and the ability to prioritize tasks effectively.
• Professional email-writing and guest communication abilities.
• Strong attention to detail when maintaining schedules, contact records, and episode documentation.
• Basic computer skills and confidence using email, word-processing software, spreadsheets, and digital calendars.
• Familiarity with online meeting platforms such as Zoom, Google Meet, or Microsoft Teams.
• Ability to work independently while coordinating effectively with a remote or in-person team.
• A courteous, reliable, and solutions-oriented approach to guest and team interactions.
• Willingness to learn podcast production workflows, scheduling tools, and digital content management systems.
• Ability to maintain confidentiality and handle professional communications responsibly.

4. Experience

Progressive Technology welcomes applications from candidates with different levels of professional experience, depending on the requirements of the position.

Entry‑Level Candidates: Applicants with limited or no formal work experience may be considered if they demonstrate strong communication, organizational, computer, and time-management skills.

Relevant Experience: Experience in virtual assistance, administrative support, customer service, appointment scheduling, event coordination, content production, social media management, or digital media operations will be an advantage.

Podcast or Media Experience: Previous experience coordinating interviews, scheduling guests, managing recording calendars, supporting creators, or working with podcast production teams is desirable but not essential for every applicant.

Candidates should demonstrate a willingness to learn, a professional attitude, reliability, and the ability to manage scheduling responsibilities accurately.

5. Working Hours

• Employment Type: Full-time or part-time, depending on business requirements.
• Work Arrangement: Remote, hybrid, or on-site, depending on the approved position.
• Typical Schedule: Standard business hours, with flexibility based on guest availability and production deadlines.
• Scheduling Flexibility: Occasional early‑morning, evening, or cross‑time‑zone coordination may be necessary when working with international guests.
• Workload Management: Employees are expected to manage assigned tasks, communicate scheduling conflicts promptly, and meet agreed deadlines.
• Availability: Specific working hours, weekly schedules, and expected availability will be communicated during the recruitment process.
• Final working hours and employment arrangements will depend on the confirmed position and the companys operational requirements.

6. Knowledge, Skills, and Abilities

Technical Knowledge

• Understanding of digital calendar management and appointment scheduling.
• Basic knowledge of online communication and video‑conferencing platforms.
• Familiarity with Google Workspace, Microsoft Office, spreadsheets, and shared documents.
• Ability to maintain digital databases and organize files systematically.
• Basic awareness of podcast recording, editing, publishing, and distribution workflows.
• Familiarity with project management tools such as Trello, Asana, or similar platforms is an advantage.

Communication Skills

• Ability to write clear, polite, and professional emails.
• Confidence in communicating with guests, hosts, and production team members.
• Ability to explain scheduling instructions and recording arrangements clearly.
• Good listening skills and the ability to understand changing requirements.
• Ability to handle scheduling changes and guest inquiries calmly and professionally.

Organizational Abilities

• Ability to coordinate multiple guest schedules and episode deadlines simultaneously.
• Strong follow-up skills to ensure confirmations and required materials are received on time.
• Ability to identify calendar conflicts and propose practical alternatives.
• Capacity to maintain accurate records and follow established procedures.
• Ability to organize work according to urgency, importance, and production priorities.

Personal Attributes

• Dependable, punctual, and self‑motivated.
• Detail‑oriented and comfortable handling repetitive administrative tasks.
• Adaptable when schedules or production requirements change.
• Respectful of different communication styles and time zones.
• Willing to accept feedback and continuously improve working methods.
• Committed to professionalism, teamwork, and a positive guest experience.

7. Benefits

• Flexible working arrangements where operationally feasible.
• Opportunities to work remotely and collaborate with a distributed team, if the position is designated as remote.
• Practical exposure to podcast production, digital media, guest relations, and content coordination.
• Opportunities to develop communication, scheduling, project management, and administrative skills.
• On‑job training in relevant tools, processes, and production workflows.
• Opportunities to collaborate with creative professionals, hosts, editors, and content teams.
• Potential career development into podcast production, content operations, project coordination, or digital marketing.
• A collaborative environment that encourages learning, accountability, and continuous improvement.
• Compensation and any applicable leave, insurance, or other employment benefits in accordance with the confirmed offer and company policy.
• Specific benefits, salary, paid leave, and eligibility requirements will be explained during the recruitment process.

8. Why Join Progressive Technology?

Joining Progressive Technology as a Podcast Assistant – Guest Scheduling and Episode Coordination offers an opportunity to contribute to the operational side of digital media and content production. This role is well suited to individuals who enjoy organizing information, communicating with people, solving scheduling challenges, and helping creative projects move from planning to publication. You will have the opportunity to develop transferable professional skills while supporting the delivery of well-organized podcast episodes. The position can provide valuable exposure to guest management, production planning, digital collaboration, and content operations. By helping maintain smooth communication between guests and the production team, you will contribute to a professional and engaging podcast experience. Progressive Technology seeks candidates who value reliability, initiative, teamwork, and continuous learning. If you are organized, approachable, eager to learn, and interested in building a career in media coordination or digital operations, this opportunity may be a suitable next step.