A repeatable production rhythm and fewer last-minute tasks
PODCAST OPERATIONS SPECIALIST
Your Podcast. My Operations. A More Consistent Show.
From the first guest invitation to the final published episode, I help manage the details that keep your podcast organized and moving.
A connected release workflow
Support across the podcast lifecycle
From the first guest invitation to a published episode and its follow-up, each handoff has a clear place.
- 01
Planning & guest management
Organize guest intake, research, screening, bios, releases, and clear communication.
- 02
Scheduling & recording preparation
Coordinate calendars, prepare guests, and keep recording details ready for hosts and production.
- 03
Production & editing
Edit full episodes and coordinate the production steps that prepare a recording for review.
- 04
Episode packaging & approvals
Prepare titles, descriptions, show notes, promotional materials, and review handoffs.
- 05
Publishing & distribution
Coordinate YouTube publishing and podcast-host distribution so each release is presented consistently.
- 06
Promotion & guest follow-up
Prepare email and social promotion, share guest-ready copy, and close the loop after release.
- 07
Systems & workflow improvement
Keep the process organized across tools and improve recurring steps where the workflow supports it.
A practical partnership
Who This Service Is For
A strong fit for leaders who value dependable follow-through, organized communication, and proactive support.
- Hosts who want to spend less time managing episode logistics
- Interview shows that need a polished guest experience
- Teams producing video, audio, email, and social assets for every episode
- Mission-driven podcasts that value consistency and thoughtful execution
What I Can Handle
- Guest intake, research, screening, and communication
- Scheduling, calendar management, bios, headshots and releases
- Interview questions and Zoom recording preparation
- Full-episode audio and video editing and production coordination
- Titles, descriptions, show notes, clips, graphics and swipe copy
- Approvals, publishing, distribution, tracking and guest follow-up
The wider operational picture
The Business Skills Behind Reliable Podcast Operations
Podcast Operations is my primary specialty, and my work extends into the business operations around a show. My background in executive and administrative support and systems automation helps me coordinate communication, schedules, content, and connected tools. I also develop and manage websites, so podcast teams can bring related digital projects to the same trusted partner.
Built around your goals
The Outcomes We Work Toward
A professional experience for hosts, guests, and listeners
Polished episodes and promotional materials delivered consistently
Tools that support the release
Platforms & tools
Used across production, publishing, and distribution.
Publishing & listening
Captivate
YouTube
Apple Podcasts
Spotify
Amazon Music
Recording & episode assets
Zoom
CapCut
Canva
Google Workspace
Podcast work
Shows I Support
Explore each show’s work separately. In the Groove has a detailed end-to-end case study; the other show case studies are in progress, with evidence slots ready for later updates.
CASE STUDY READYSHOW 01
In the Groove with Todd and Jackie
Hosted by Todd Cudaback & Jackie Bailey
Podcast Operations, Systems, Automations, Workflows & TroubleshootingPodcast operations support for In the Groove with Todd and Jackie. Conversations with Jackie Bailey was an interim episode series within In the Groove, not a separate official show.
Open case study ↗
CASE STUDY IN PROGRESSSHOW 02
The Audacity to Start
Hosted by Esther Moise
Podcast Manager & SystemsGuest workflow, production coordination and systems support.
Open case study ↗CASE STUDY IN PROGRESS
SHOW 03
Reddy to Play with Vihaan Reddy
Hosted by Vihaan Reddy
Podcast Operations & Production SupportA youth-hosted podcast exploring tennis, resilience, leadership, and personal growth.
Open case study ↗READY TO MAKE YOUR NEXT RELEASE EASIER?
Let’s build a podcast workflow that keeps every handoff moving.
Tell me what is happening behind your show today and where you would like reliable support—from guest coordination to production, publishing, or promotion.
Explore next: Executive Virtual Assistance →