Podcast Communications & Relationships Associate
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A part time Booking Coordinator position
Fully remote: working with a Colombia-based team at PodWritten.
Salary range: 35,000.00 to 50,000.00 (hourly rate) - subject to experience plus quarterly performance bonus + growth in scope and compensation as we scale
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.
Podnews note: the salary quoted is a rough estimate in COP, from previous salary details given in another currency
Please mention podnews.net in your application.
More details
What does a Booking Coordinator role normally entail?
The Podcast Taxonomy definition for a role like this in Administration says: “The Booking Coordinator is responsible for bringing on new guests for interviews, including sourcing guests, scheduling interviews, onboarding materials, and post-publication processes.”
This exact role may have different requirements.
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