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
* manage the guest and events email inbox, responding promptly and professionally.
* 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, $16,000.00 al mes
lugar de trabajo: empleo remoto