Podcast and Administrative Assistant with CRM Experience for Cristy and Aggie

I’m Rhino Julie, and I LOVE building super teams to service our clients' needs.

If you love a challenge, love problem solving, love working with others (and also love working by yourself LOL), and it makes you happy when you overdeliver for clients, I want you on my team!

My promise to you:

I provide a FUN working environment.

We are constantly learning new things.

We are a team who wants to be the best at what we do, which means you have the BEST teammates.

I ALWAYS pay on time.

I treat all of my team members with respect and love.

Client Overview:

Cristy and Aggie lead two closely connected brands - a consulting business and a podcast. They are looking for an organized and proactive assistant who can coordinate their podcast workflow, manage follow-ups in their CRM, and provide dependable administrative support.

Client Requirements:

• Must be able to work 20 hours per week.
• Must be able to work any 4-hour block between 8am to 4pm Mountain Time (US), Monday to Friday
• Must have strong English communication skills (written and verbal).
• Must be highly organized, detail-oriented, proactive, and able to manage multiple priorities independently
• Must have experience maintaining contacts, follow-ups, and next steps in a CRM. Experience with Zoho CRM specifically is not required.
• Must be comfortable creating basic Canva graphics and short-form video content.
• Experience with Buzzsprout, Riverside, Reclaim, and Zoho Social is nice to have, but not required. Training can be provided.

Responsibilities/Tasks:

Must-Have Experience (Responsibilities You Must Be Proficient In):

These are the tasks the VA needs to handle independently and confidently from day one:

Podcast and Content Coordination:

• Manage the podcast guest experience from application and approval through scheduling, recording, publication, and promotion.
• Coordinate with podcast guests, public relations representatives, editors, and other partners, including collecting information and sending instructions, reminders, and follow-ups.
• Keep guest, episode, calendar, and content trackers up to date, ensuring recordings, transcripts, and supporting materials are received on time.
• Upload and schedule approved episodes in Buzzsprout, ensuring all guest information, episode numbers, links, descriptions, and publication dates are correct.
• Use approved processes and AI-supported tools to draft episode titles, descriptions, show notes, articles, and promotional copy.
• Create approximately five varied short-form video clips per episode in Riverside.
• Create episode thumbnails promotional graphics in Canva using provided templates and brand guidelines.
• Prepare content for the founders’ review, complete requested revisions, schedule approved social media content through Zoho Social, and send guests the promotional materials for their episodes.

CRM and Administrative Support:

• Keep prospect and partner records updated in Zoho CRM, including open conversations, overdue follow-ups, and next steps.
• Review calendars and meeting notes, then organize follow-up tasks, scheduling needs, and priorities in Reclaim.
• Draft and send approved follow-up emails, scheduling links, company materials, and event invitations before and after introductory calls, client strategy sessions, and events.
• Prepare a short weekly summary of outstanding follow-ups and actions needed from Aggie or Cristy.
• Review LinkedIn connections and messages through Meet Alfred, flagging relevant prospects and conversations that need a personal response from Aggie or Cristy.

Nice-to-Have Experience (Responsibilities You Can Learn Over Time):

These tasks are valuable but can be trained on the job:

Event Coordination:

• Maintain attendee, registration, payment, and interest trackers.
• Communicate with speakers, attendees, and vendors, including sending reminders and post-event follow-ups.
• Research potential venues, activities, and service providers, and keep event details organized in Google Sheets and Zoho CRM.

Pay and Benefits:

• Competitive hourly rates
• Wellness package
• Squad Breaks (paid time off)
• Quarterly performance bonuses
• Holiday and year-end bonuses
• Annual appraisal

Our super cool hiring process:

• We have real people communicating with you and looking at your application!
• We PAY you to take a Paid Test for the client you're applying for to make sure you like the job and you have the skills for it.
• At any time, you can check out the other clients we have and ask to take Paid Tests for them, as well!

So we appreciate your help in preparing your details to present to our clients.