Client Success Virtual Assistant
Location: Remote
Schedule: Fixed U.S. Business Hours (Eastern Time Zone)
Hours: Minimum 20 hours/week (Preferred Full-Time: 40 hours/week)
Company Overview
A high-level podcast booking and media company founded by
entrepreneur, bestselling author, speaker, and performance advisor. Through
strategic podcast placements, authority-building opportunities, and media
amplification, the company helps founders, CEOs, entrepreneurs, and thought
leaders increase their visibility and influence.
The company is currently looking for a highly organized,
proactive, and communication-focused Client Success Virtual Assistant to
support client management, podcast coordination, workflow tracking, and overall
client experience operations.
Role Overview
The Client Success VA will serve as a key operational
support person within the company, helping ensure clients receive a smooth,
organized, and high-touch experience throughout their podcast booking journey.
This role is ideal for someone who is highly organized,
detail-oriented, excellent with communication, and confident managing multiple
moving parts simultaneously. The VA will act as a bridge between clients,
podcast hosts, and internal teams to help maintain momentum, accountability,
and positive client relationships.
This is an ongoing long-term role with growth potential.
Primary Responsibilities
Client
Onboarding & Success Support
· Support the onboarding
process and help ensure a smooth handoff once clients get started
· Serve as the primary
point of contact for assigned clients via email and Basecamp
· Guide clients through
onboarding steps, scheduling requirements, and next actions
· Provide timely,
professional, and friendly communication throughout the client journey
· Maintain a positive
client experience and quickly address questions, concerns, or delays
· Help clients stay
organized and informed regarding their podcast opportunities and scheduling
Podcast
Coordination & Scheduling Support
· Communicate with
podcast hosts before and after interviews
· Assist with interview
scheduling and rescheduling coordination
· Ensure podcast
interview logistics are properly organized and communicated
· Follow up with clients
and hosts to help keep opportunities moving forward
· Track pending
interviews and ensure no opportunities are missed or delayed unnecessarily
· Support scheduling
workflows and calendar coordination as needed
Workflow
Tracking & Progress Monitoring
· Use The AI Work Platform for People & Agents |
monday.com to monitor and update each client’s podcast opportunities and
overall progress
· Maintain accurate
status updates, notes, and workflow records
· Monitor client
pipelines and identify stalled opportunities
· Flag clients with 3+
unbooked opportunities sitting for over one week, triggering a pause in
pitching activity
· Notify both the client
and booking team when pauses or intervention are needed
· Escalate internally if
a client has not received new opportunities within designated timelines
· Help ensure
accountability and visibility across all active client accounts
Internal
Communication & Team Coordination
· Communicate updates
and concerns clearly with internal booking and operations teams
· Advocate for client
needs internally and help maintain alignment between departments
· Provide strong
follow-up on action items and pending tasks
· Help ensure workflows
remain organized, efficient, and client-focused
· Contribute positively
to team collaboration and communication
Required Skills & Qualifications
Required Skills
· Excellent written and
verbal English communication skills
· Strong organizational
and multitasking abilities
· Excellent follow-up
and accountability skills
· Strong attention to
detail
· Ability to manage
multiple clients and workflows simultaneously
· Professional and
client-friendly communication style
· Strong administrative
and data entry skills
· Comfortable working in
fast-paced remote environments
· Ability to learn
systems and workflows quickly
· Strong problem-solving
and critical thinking skills
· Reliable, proactive,
and team-oriented mindset
Preferred Experience
· Client success,
customer service, account management, or administrative support experience
· Experience supporting
agencies, media companies, podcast businesses, or coaching brands
· Experience with
scheduling and calendar coordination
· Experience working
with U.S.-based clients or companies
· Experience handling
multiple client accounts simultaneously
· Remote work experience
preferred
Tools & Platforms
Preferred familiarity with:
· The AI Work Platform for People & Agents |
monday.com
· Basecamp (preferred
but not required)
· Email platforms
(Gmail/Outlook)
· Outlook Calendar /
Google Calendar
· Internet research
tools
· General project
management and communication platforms
Important Note:
Basecamp experience is a plus, but candidates who are quick learners and
adaptable to new systems are highly encouraged to apply.
Schedule & Availability
· Fixed schedule
preferred
· Up to 8 hours/day
within U.S. Eastern Time business hours (8:00 AM – 6:00 PM EST)
· Minimum 20 hours/week
· Preferred long-term
setup: Full-time 40 hours/week
Ideal Candidate Traits
· Highly organized and
detail-oriented
· Strong communicator
with a friendly and professional demeanor
· Excellent follow-up
and accountability mindset
· Team player with a
collaborative attitude
· Proactive and
dependable
· Able to stay calm and
organized under pressure
· Strong ownership
mentality
· Comfortable balancing
multiple priorities and deadlines
· Positive attitude and
client-focused approach