*role overview*
we are seeking a friendly, organized, and proactive guest experience coordinator / executive assistant to serve as the primary point of contact for newsletter guests, interviewees, and event participants.
this role is central to creating a welcoming, seamless, and memorable experience for everyone we collaborate with, ensuring smooth communication, efficient scheduling, and consistent follow-up.
*why this role?
*
- *remote & flexible* - contribute professionally while working from home.
- *meaningful relationships* - engage with thoughtful guests, community leaders, and partners; become the trusted face of our brand.
- *make a visible impact* - your coordination directly powers the content and events our audience experiences.
*key responsibilitiesguest & community outreach*
- identify and engage potential guests for newsletters and interviews aligned with content goals.
- send personalized invitations for events, workshops, and community gatherings.
- conduct targeted cold outreach to founders, vcs, lps, operators, and other leaders—inviting them to participate in interviews, newsletters, or podcasts.
- follow up with invited guests who have received questions or materials but have not yet responded (sometimes weeks or months later).
*scheduling & coordination*
- oversee the master calendar for interviews and guest appearances.
- coordinate availability between internal hosts and external participants.
- schedule prep calls, technical checks, and recording sessions.
- book and confirm logistics for both virtual and in-person events.
- ensure hosts and guests receive timely reminders and confirmations ahead of every session.
*guest journey & preparation*
- act as the main guide for guests throughout the entire process.
- provide briefing materials (topics, logistics, technical setup, host bios).
- ensure guests and hosts are fully prepared before any session.
- track post-recording workflows: make sure interviews are passed seamlessly into production/editing pipelines.
- share published content, thank guests, and nurture ongoing relationships.
*process & pipeline management*
- track guest and interview status across the full pipeline (invited ? Confirmed ? In process ? Ready to publish ? Published).
- maintain an organized database of contacts, guests, and participants.
- manage multiple interview states simultaneously (e.g., profiles waiting on approval, ready-to-publish drafts, interviews awaiting responses).
- collaborate with the content/production team to ensure materials move smoothly through editing, publishing, and promotion stages.
- provide regular updates on pipeline progress and outstanding action items.
*qualifications & skills*
- *exceptional organizer*:
- strong ability to manage schedules, tasks, and details without missing deadlines
- *natural communicator*: excellent written and spoken english (c2 or native).
skilled in clear, concise, and personable communication.
- *proactive & resourceful*: anticipates needs, solves problems efficiently, and takes initiative.
- *empathetic & personable*: builds rapport easily and ensures guests feel valued and supported.
*tech-savvy*:
- comfortable with digital tools, including: google workspace & google drive calendar software (google calendar, calendly) video conferencing & recording tools (e.g.,, zoom)
- slack
- project/task management tools (asana, trello, clickup, or equivalent)
- canva (optional, for simple design tasks)
*education & experience*
- formal education is not strictly required; the focus is on demonstrated ability to perform the role effectively.
- prior experience in guest coordination, community management, event planning, podcast management, or similar roles is highly desirable.
- background in admin support, executive assistance, or outreach coordination is strongly preferred.
*about you*
you're the type of person who finds satisfaction in a perfectly managed calendar, a smooth guest onboarding process, and relationships that last beyond a single event.
you thrive in fast-moving environments, can balance multiple interview states at once, and take pride in seeing projects through from the first outreach to the final published piece.
you combine organizational strength with a human touch, ensuring every interaction contributes to stronger community ties and high-quality content.
tipo de puesto: tiempo completo
sueldo: $15,* - $16,* al mes
lugar de trabajo: empleo presencial