Looking for: General Admin VA
Role Overview
We are looking for a proactive and highly organized Virtual
Assistant to support calendar management, podcast coordination, and general
administrative tasks for a global consultant and podcast host.
The role will initially focus on podcast guest scheduling
and inbox coordination, with potential expansion into admin support and
light data entry tasks.
Core Responsibilities
Calendar & Appointment Management
Coordinate
and schedule podcast guest interviews
Manage
back-and-forth email communication to align availability
Send
calendar invites with correct time zones (primarily Australia, NZ, and
nearby regions)
Optimize
calendar availability based on client-provided schedule blocks
Handle
rescheduling and calendar adjustments as needed
Podcast Coordination (High Priority)
Review
incoming podcast guest requests
Respond
on behalf of the client:
Accept
or decline guest invitations based on guidance
Reach
out to confirmed guests to schedule recording sessions
Ensure
smooth coordination from agreement → booked session
Manage
a pipeline/list of podcast guests (e.g., 20+ backlog)
Email & Communication Support
Monitor
and respond to podcast-related emails
Draft
and send professional replies on behalf of the client
Coordinate
scheduling communication via email (no phone calls required)
Maintain
clear and professional tone aligned with client voice
Administrative & Data Entry Tasks
Input
invoice data into spreadsheets (non-accounting, simple encoding)
Maintain
organized records of scheduled calls and contacts
Track
status of podcast guests (scheduled, pending, completed)
Potential Additional Tasks (as workload expands)
Basic
inbox management beyond scheduling
Light
CRM or tracking system updates
Supporting
lead generation coordination (future phase – optional)
Tools & Systems
(Flexible depending on client preference, but likely
includes)
Google
Calendar or similar scheduling tools
Email
platforms (Gmail/Outlook)
Spreadsheets
(Google Sheets / Excel)
Time
zone coordination tools
Required Skills & Qualifications
Strong
calendar and scheduling experience
Excellent
written English communication (email-based coordination)
High
attention to detail and organization
Ability
to manage multiple scheduling threads simultaneously
Experience
working across time zones
Proactive
and able to follow structured guidelines independently
Preferred (Nice to Have)
Experience
supporting podcasts or content creators
Familiarity
with scheduling international guests
Basic
admin or operations support experience
Client Preferences & Working Style
Communication
primarily via email
Prefers efficient, independent execution
Will
provide calendar availability blocks for guidance
Tasks
may be sporadic/batch-based (e.g., scheduling multiple guests at
once)
Values
someone who can take initiative and reduce manual coordination load
Important Notes from Client
Immediate
priority: Podcast scheduling backlog
Guest
locations: Mostly Australia, New Zealand, Southeast Asia
Client
receives high volume of podcast requests
Working Hours:
Minimum
of 10 hours per week
AU
Business Timezone