Executive Assistant | Top 50 Podcast
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