Job Description

Executive Assistant to Host of a Top 50 Podcast in the US

Hybrid – Hoboken, NJ (Studio-Based + Remote Flexibility)

Compensation: $6,000/month (1099 Contractor)

Type: Full-Time (Contract)

Reports To: Host / Founder

About the Opportunity

We are partnering with the host of a Top 50 Podcast in the US , a rapidly growing media platform featuring conversations with world-class guests across business, performance, health, and culture.

This is a unique opportunity to step in as the first Executive Assistant hire , working directly alongside the Founder and helping build the operational backbone of a high-growth podcast and media brand.

This role requires a high level of ownership, responsiveness, and flexibility — including being on-call and adaptable to changing weekly demands.

The Role

You will act as the right hand to the Host , owning day-to-day execution across scheduling, guest coordination, content operations, and business support.

This is a high-trust, high-responsibility role where you are expected to take initiative, stay organized under pressure, and ensure nothing falls through the cracks.

Key Responsibilities

Executive & Calendar Management

• Own and manage Julian’s calendar — ensuring all priorities, meetings, and recordings are executed seamlessly
• Act as a gatekeeper and operator — making sure everything that needs to get done, gets done
• Take calls on behalf of Julian when needed

Guest Coordination & Experience

• Serve as the main point of contact for all podcast guests (pre, during, and post interview)
• Coordinate guest scheduling, confirmations, and follow-ups
• Manage travel logistics including flights and hotels for guests
• Handle guest outreach and booking in coordination with internal team members

Podcast & Content Operations

• Coordinate with the lead editor on content posting, metadata, and distribution
• Manage social media posting workflows (Instagram strongly preferred)
• Ensure content timelines and deliverables are executed consistently

Business & Operational Support

• Handle all email communication (inbound and outbound)
• Support payroll and general business management tasks
• Manage advertiser pipeline (vetting and organizing inbound opportunities)
• Handle PR-related tasks as they arise
• Execute business-related purchases on behalf of the Founder

Team Coordination

• Work closely and communicate daily with internal team members
• Collaborate across content, operations, and production

On-Call & Lifestyle Support

• Be available on-call via phone, email, or text as needed
• Maintain flexibility — weekly schedule and demands may shift
• Be ready to be physically present at the Hoboken studio when required

Miscellaneous Execution

• Handle ad hoc tasks quickly and efficiently
• Operate with urgency and strong attention to detail across all responsibilities

What We’re Looking For

• Experience as an Executive Assistant, Operations Coordinator, or similar role
• Strong proficiency across Google Workspace (Docs, Sheets, Calendar, etc.)
• Highly organized with exceptional attention to detail
• Strong communication skills and high emotional intelligence (EQ)
• Ability to manage multiple priorities in a fast-paced environment
• Social media savvy, especially with Instagram
• Self-starter with a proactive, solution-oriented mindset
• Comfortable operating in a non-corporate, creative environment

Ideal Candidate Traits

• Extremely trustworthy and reliable
• Highly responsive and adaptable
• Strong sense of ownership and accountability
• Comfortable working closely with a founder in a dynamic setting
• Motivated, hungry, and excited to grow with the role over time

Logistics & Expectations

• Must live in or very close to Hoboken, NJ
• Hybrid role with regular in-studio presence required
• On-call availability is expected — responsiveness is critical
• Schedule may vary week-to-week based on production and priorities
• This is the first hire in this role , with opportunity to grow into a larger position over time

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