Job Summary
We are seeking a highly organized and proactive Executive Virtual Assistant to serve as a true right hand to the founder of a mission-driven coaching and education business. This role centers on podcast management, administrative coordination, program and certification fulfillment, and launch support. The ideal candidate is exceptionally detail-oriented, takes initiative without being asked, and thinks ahead — anticipating needs and keeping every moving piece on track.
Key Responsibilities
- Manage end-to-end podcast production workflow, including guest coordination, scheduling, form intake, show notes, swipe copy, and publishing support
- Maintain a podcast calendar tracking each episode’s status from recording through release
- Coordinate guest communications, including booking, confirmations, go-live notifications, and sharing graphics and promotional assets
- Handle podcast booking logistics when the founder appears as a guest on other shows (forms, scheduling, follow-up)
- Manage certification program fulfillment, including creating and sending certificates and related admin
- Support email campaigns and program launches from start to finish
- Schedule and publish social media content across platforms (posting only — never responding or engaging as the founder)
- Manage the founder’s calendar and proactively surface time-sensitive reminders and deadlines
- Coordinate launch details such as press releases, interview scheduling, and the many small moving parts that accompany a major release
- Anticipate upcoming tasks and remind the founder of important to-dos before they become urgent
Mandatory Skills
- Proven experience as an executive or senior virtual assistant supporting a founder or CEO
- Strong podcast management experience (guest coordination, show notes, publishing platforms such as Libsyn)
- Excellent calendar and project management skills with exceptional attention to detail
- Experience supporting email campaigns and product or program launches
- Basic video editing knowledge
- Highly proactive, takes initiative, and able to anticipate needs rather than wait for instructions
- Reliable, detail-oriented, and able to work independently with minimal supervision
- Strong communication skills and a positive, professional, empathetic approach
- Comfortable using AI tools such as Claude
Preferred Skills
- Experience supporting coaches, authors, speakers, or thought leaders
- Familiarity with podcast hosting platforms and social media scheduling tools
- Experience handling product launches and press/PR coordination
- Background in or sensitivity toward personal development, coaching, or wellness topics
- Ability to manage multiple projects and deadlines simultaneously
Why Join Us
This is a rare opportunity to become the trusted right hand to a passionate founder doing meaningful, pioneering work. You’ll have real ownership, the chance to take initiative, and the satisfaction of seeing your contributions directly support a growing, mission-driven business. If you thrive on detail, anticipation, and being indispensable, you’ll feel right at home here.
Work Schedule
Monday to Friday, 8 hours/day, PST (client is Pacific 3 weeks/month, Eastern 1 week/month; align to a fixed daily login window)
Ready to Apply?
Submit your application and our team will be in touch.
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