Podcast Operations & Production Assistant (Fractional / Remote)

About the Role

Our client is launching a hiring, careers, and leadership realities. This role exists to run the engine behind the podcast so the host can focus on content, conversations, and authority — not logistics.

This is not a creative role. It is an operations, coordination, and execution role.

Core Responsibilities

1. Podcast Operations (Primary)

• Coordinate and schedule podcast recordings with guests across time zones
• Send guest pre-read briefs, recording instructions, and reminders
• Set up recording sessions (e.g. Riverside / SquadCast / Zencastr)
• Run basic pre-record checks (audio, mic, internet readiness)
• Manage raw audio/video files post-recording
• Maintain a simple content calendar and episode tracker

2. Publishing & Distribution

• Upload final episodes to podcast and social platforms (Spotify, Apple Podcasts, etc.)
• Prepare and upload basic show notes (template-based, not creative writing)
• Ensure correct titles, descriptions, tags, and links are in place
• Keep episodes organised and archived correctly

3. Coordination with Editor & Repurposer

• Hand off raw files to editor
• Receive edited assets and organise deliverables
• Coordinate timelines so episodes are released consistently
• Flag any delays, issues, or missing assets early

What This Role Is NOT

• Not podcast strategy
• Not creative direction
• Not deep audio/video editing
• Not social media posting
• Not content ideation

(Those are handled separately.)

Ideal Profile

This role is a strong fit if you are:

• Highly organised and process-driven
• Comfortable working with tools and platforms
• Proactive with follow-ups and reminders
• Calm, clear, and professional with guests
• Able to work independently with minimal hand-holding

Backgrounds that work well:

• Digital Operations Coordinator
• Project / Content Ops support
• Podcast assistant or media ops support
• Business Support Operations

Requirements:
Required Skills & Tools

• Strong written English (clear, professional, concise)
• Comfortable with Zoom-style platforms and recording tools
• Basic understanding of podcast workflows
• Google Drive / Notion / spreadsheets
• Reliable internet and availability for scheduling across regions

Time Commitment

• Up to 16 hours per week
• Flexible, remote
• May increase slightly as the podcast scales

What Success Looks Like

• Episodes are recorded smoothly with no last-minute chaos
• Guests feel prepared and taken care of
• Files are always organised and easy to find
• Publishing happens on time, every time
• The host never have to worry or follow up about logistics
• Strong Communicator

Benefits:
• Remote working
• Work from anywhere as long as it accommodates to host and guest's schedule

At Substance, we’re all about action, not just talk. If your profile aligns with what we need, you’ll hear from us within 1-2 weeks. If not, no fluff—just know we value your interest and will keep you in mind for future roles where your skills can make an impact. We focus on real connections and meaningful matches, so when the right opportunity comes, we’ll be ready to make it happen.

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