Client Success Virtual Assistant
Client Success Virtual Assistant Location: Remote Schedule: Fixed U.S. Business Hours (Eastern Time Zone) Hours: Minimum 20 hours/week (Preferred Full-Time: 40 hours/week) Company Overview A high-level podcast booking and media company founded by entrepreneur, bestselling author, speaker, and performance advisor. Through strategic podcast placements, authority-building opportunities, and media amplification, the company helps founders, CEOs, entrepreneurs, and thought leaders increase their visibility and influence. The company is currently looking for a highly organized, proactive, and communication-focused Client Success Virtual Assistant to support client management, podcast coordination, workflow tracking, and overall client experience operations. Role Overview The Client Success VA will serve as a key operational support person within the company, helping ensure clients receive a smooth, organized, and high-touch experience throughout their podcast booking journey. This role is ideal for someone who is highly organized, detail-oriented, excellent with communication, and confident managing multiple moving parts simultaneously. The VA will act as a bridge between clients, podcast hosts, and internal teams to help maintain momentum, accountability, and positive client relationships. This is an ongoing long-term role with growth potential. Primary Responsibilities Client Onboarding & Success Support · Support the onboarding process and help ensure a smooth handoff once clients get started · Serve as the primary point of contact for assigned clients via email and Basecamp · Guide clients through onboarding steps, scheduling requirements, and next actions · Provide timely, professional, and friendly communication throughout the client journey · Maintain a positive client experience and quickly address questions, concerns, or delays · Help clients stay organized and informed regarding their podcast opportunities and scheduling Podcast Coordination & Scheduling Support · Communicate with podcast hosts before and after interviews · Assist with interview scheduling and rescheduling coordination · Ensure podcast interview logistics are properly organized and communicated · Follow up with clients and hosts to help keep opportunities moving forward · Track pending interviews and ensure no opportunities are missed or delayed unnecessarily · Support scheduling workflows and calendar coordination as needed Workflow Tracking & Progress Monitoring · Use The AI Work Platform for People & Agents | monday.com to monitor and update each client’s podcast opportunities and overall progress · Maintain accurate status updates, notes, and workflow records · Monitor client pipelines and identify stalled opportunities · Flag clients with 3+ unbooked opportunities sitting for over one week, triggering a pause in pitching activity · Notify both the client and booking team when pauses or intervention are needed · Escalate internally if a client has not received new opportunities within designated timelines · Help ensure accountability and visibility across all active client accounts Internal Communication & Team Coordination · Communicate updates and concerns clearly with internal booking and operations teams · Advocate for client needs internally and help maintain alignment between departments · Provide strong follow-up on action items and pending tasks · Help ensure workflows remain organized, efficient, and client-focused · Contribute positively to team collaboration and communication Required Skills & Qualifications Required Skills · Excellent written and verbal English communication skills · Strong organizational and multitasking abilities · Excellent follow-up and accountability skills · Strong attention to detail · Ability to manage multiple clients and workflows simultaneously · Professional and client-friendly communication style · Strong administrative and data entry skills · Comfortable working in fast-paced remote environments · Ability to learn systems and workflows quickly · Strong problem-solving and critical thinking skills · Reliable, proactive, and team-oriented mindset Preferred Experience · Client success, customer service, account management, or administrative support experience · Experience supporting agencies, media companies, podcast businesses, or coaching brands · Experience with scheduling and calendar coordination · Experience working with U.S.-based clients or companies · Experience handling multiple client accounts simultaneously · Remote work experience preferred Tools & Platforms Preferred familiarity with: · The AI Work Platform for People & Agents | monday.com · Basecamp (preferred but not required) · Email platforms (Gmail/Outlook) · Outlook Calendar / Google Calendar · Internet research tools · General project management and communication platforms Important Note: Basecamp experience is a plus, but candidates who are quick learners and adaptable to new systems are highly encouraged to apply. Schedule & Availability · Fixed schedule preferred · Up to 8 hours/day within U.S. Eastern Time business hours (8:00 AM – 6:00 PM EST) · Minimum 20 hours/week · Preferred long-term setup: Full-time 40 hours/week Ideal Candidate Traits · Highly organized and detail-oriented · Strong communicator with a friendly and professional demeanor · Excellent follow-up and accountability mindset · Team player with a collaborative attitude · Proactive and dependable · Able to stay calm and organized under pressure · Strong ownership mentality · Comfortable balancing multiple priorities and deadlines · Positive attitude and client-focused approach