Podcast Booking Assistant

Location: Remote
Company: Heartcast Media
Type: Full-Time
Reports To: Podcast Booking Manager

About Heartcast Media
Heartcast Media is a premier branded podcast agency based in Washington, DC. We empower businesses through the art of podcasting—helping them build meaningful connections, establish thought leadership, and drive revenue growth. From strategy and production to booking and promotion, we deliver full-service podcast solutions that elevate our clients' visibility and amplify their voices across industries.

The Role
We’re seeking a detail-oriented, proactive, and people-loving Podcast Booking Assistant to help manage and grow our client podcast booking operations. You’ll play an essential role in securing high-quality podcast guest appearances for our clients, coordinating outreach, managing communications, and ensuring exceptional client experiences that align with Heartcast Media’s high standards.

In short: you’ll help our clients get booked on the right podcasts—not just any podcasts.

Key Responsibilities

Conduct research to identify podcasts that align with each client’s target audience, brand voice, and business goals.
Build and maintain media lists and podcast databases (both internal and public).
Draft personalized outreach messages and follow-ups tailored to podcast hosts.
Manage scheduling, confirmation, and communication between clients and podcast hosts.
Assist in creating compelling custom pitches and media kits (in collaboration with the creative team).
Track pitch progress, approvals, and appearances using our project management system.
Support reporting by updating performance dashboards and databases.
Coordinate with internal teams to ensure smooth transitions between booking, production, and promotional phases.

Qualifications

Strong written and verbal communication skills (excellent email etiquette is a must).
Proven ability to manage multiple projects at once with attention to detail.
Familiarity with podcasts, podcast hosting platforms, and media outreach tools.
Demonstrated experience with Trello, Slack and Gamma
Previous experience in PR, booking, influencer outreach, or podcast production a plus.
Comfortable working remotely and asynchronously with global tea ---------- mbers.
Strong organizational and research skills—you love a good spreadsheet almost as much as a good story.

What Success Looks Like

You consistently secure well-matched, high-quality podcast bookings that excite our clients.
Communication with hosts and clients is clear, timely, and professional.
You uphold Heartcast Media’s reputation for excellence and partnership in every interaction.
You stay ahead of trends and bring energy, curiosity, and creativity to every task.

Why You’ll Love Working With Us

Work alongside a team of podcast industry veterans who love what they do.
Collaborate on meaningful, story-driven projects that make a real impact for brands and audiences.
Enjoy professional growth opportunities as Heartcast Media continues to expand its reach.
Flexible, remote, and supportive work environment where good humor and initiative go a long way.

Compensation:Commensurate with experience.

How to Apply:

Send your resume, a brief cover letter, and one example of a podcast you think fits our clients’ style here on Onlinejobs. We are looking for someone with experience in this role, do not apply if you do not meet that qualification. I will delete anything that is a blanket application, I can spot a copy and paste very easily.