[Hiring] Podcast Operations @Activate Talent

Role Description

We’re helping our client find a highly organized and proactive Podcast Operations & Guest Manager to own the day-to-day operations of a fast-growing neuroscience podcast.

In this role, you will manage end-to-end guest coordination, oversee production workflows, and ensure every episode moves seamlessly from booking to release. This is a high-tempo, detail-intensive role ideal for someone who thrives under pressure, anticipates needs before they arise, and keeps complex systems running smoothly behind the scenes.

Responsibilities

• Guest Management & Coordination
  • Source and research potential podcast guests
  • Evaluate guest fit and prioritize outreach
  • Manage all guest communication, scheduling, confirmations, and follow-ups
  • Ensure a smooth, professional guest experience from first contact to post-release
• Episode Preparation
  • Conduct deep research on each guest (background, work, key ideas, recent content)
  • Develop structured interview outlines and question guides
  • Summarize key themes, angles, and relevant data points for the host
• Operational Management
  • Own and maintain the podcast production calendar
  • Track episode progress from booking → recording → editing → release
  • Coordinate with editors, producers, and team members
  • Maintain organized documentation, assets, and communication logs
• Continuous Improvement
  • Identify workflow bottlenecks and implement solutions
  • Improve systems for guest experience and production quality
  • Recommend operational tools and optimizations where needed

Qualifications

• Proven experience in podcast operations, production, or a similar content operations role
• Exceptional organizational skills and attention to detail
• Strong written and verbal communication skills
• Ability to manage multiple moving parts and tight deadlines
• Strong research skills with the ability to synthesize information into clear outlines
• Self-starter who anticipates needs and acts proactively
• Time zone flexibility to coordinate with US-based and international guests

Requirements

• Experience in podcasting, media, or creator-led businesses
• Interest in neuroscience, health, or performance science
• Experience working with remote or offshore teams
• Familiarity with tools such as Slack, Google Workspace, Calendly, Notion, or similar project management systems