Chief Operating Officer

Chief Operating Officer

Podify is a media, podcast, YouTube, and creative services company helping founders, authors, speakers, experts, and mission-driven organizations turn their ideas into high-performing content platforms.

We work with clients who have meaningful messages and help them clarify, produce, package, and distribute those ideas through podcasts, video, YouTube, social media, and strategic content systems.

We are a fully remote, globally distributed team serving clients across multiple creative, production, and marketing workstreams.

We are now looking for a Chief Operating Officer (COO) to become the operational leader of the company.

This is a senior leadership role for someone who can take a founder-led, fast-moving creative services company and help turn it into a scalable, accountable, high-performing operating machine.

The Mission of This Role

Your mission is to own the operating system of Podify.

That means building the structure, rhythm, accountability, visibility, and team performance required for the company to deliver exceptional client work without constant founder involvement.

You will be responsible for making sure the company runs well across client delivery, production, team accountability, capacity planning, systems, communication, and operational performance.

You will work closely with the founder and leadership team to translate vision into execution.

The right person will bring order without killing creativity, accountability without creating fear, and operational discipline without making the company feel corporate or rigid.

What This Role Owns
1. Company Operating System

You will design and run the core operating rhythm of the company.

This includes weekly leadership meetings, project visibility, team accountability, capacity planning, issue tracking, decision-making processes, and follow-through.

You will make sure priorities are clear, owners are assigned, deadlines are real, and problems are surfaced early.

Success means the company no longer relies on scattered founder memory, ad hoc Slack messages, or last-minute heroics to get work done.

2. Client Delivery and Experience

You will own the full client journey from signed agreement to successful delivery.

This includes onboarding, timelines, communication standards, deliverable tracking, approval workflows, client satisfaction, issue resolution, and retention.

Ensure clients feel informed, supported, and confident throughout the process.

You will also step in when client situations require senior operational judgment, especially when timelines, scope, quality, or communication need to be reset.

3. Production and Creative Delivery Engine

You will build and improve the system that moves podcasts, videos, clips, thumbnails, show notes, social assets, web deliverables, and related creative work from intake to completion.

You do need to understand how creative work moves, where it breaks, how to create quality checkpoints, and how to keep distributed teams aligned.

4. Team Leadership and Accountability

You will manage and develop the operational side of the team, including producers, editors, project managers, client success support, and other delivery team members.

You will make sure every person knows what they own, what success looks like, what deadlines matter, and how their work connects to the client outcome.

You will help create a culture where people are supported

5. Capacity, Hiring, and Resource Planning

You will know what the team can handle at any given time.

You will help leadership understand when we are at capacity, when we need to hire, when we need to rebalance workloads, and when client scope needs to be adjusted.

You will help ensure the company is not overpromising, under-resourcing, or burning out the team.

You will also support hiring, onboarding, and performance systems for key delivery roles.

6. Process, Systems, and Tools

You will own the practical implementation of the systems we use to run the business.

This may include ClickUp, Notion, Slack, Google Workspace, Zoom, asset trackers, client dashboards, production calendars, and other workflow tools.

The goal is not to create complicated systems.

The goal is to create systems people actually use.

Build SOPs, templates, dashboards, checklists, quality control processes, and reporting systems that reduce confusion and make performance visible.

7. Financial and Operational Performance

You will help the company understand the operational health of the business.

This includes delivery margins, team utilization, client profitability, workload capacity, revision volume, missed deadlines, client retention, and operational bottlenecks.

Understand that operations directly affects margin, cash flow, team capacity, client satisfaction, and growth.

8. Founder Leverage

One of your most important responsibilities is helping the founder get out of the day-to-day operational weeds.

You will become the person who absorbs operational complexity, organizes it, assigns it, tracks it, and resolves it.

The founder should not be the person chasing every deadline, catching every detail, clarifying every next step, or solving every delivery issue.

Success means the founder can focus more on business development, relationships, strategy, content, thought leadership, and the future of the company.

What Success Looks Like

First 90 days:

1. Clear visibility across every active client and project
2. A reliable weekly operating rhythm for leadership and delivery teams
3. Major deliverables tracked with owners, deadlines, and status
4. Fewer missed details, fewer surprises, and fewer fire drills
5. Client communication becoming more proactive and consistent
6. Team members understanding exactly what they own
7. Bottlenecks being identified before they become emergencies
8. A clearer picture of team capacity and workload
9. The founder spending significantly less time managing day-to-day delivery
10. A practical operating system in place that the team actually uses

6 to 12 months:

1. Podify has a scalable delivery engine that can support more clients without chaos
2. Client retention and satisfaction improve because the experience feels more consistent
3. The team is clearer, faster, and more accountable
4. Delivery timelines are more predictable
5. Quality control is built into the workflow
6. Hiring and onboarding are more systematic
7. The company has better operational data for decision-making
8. Founders are no longer the default escalation point for routine operational issues
9. The business becomes less founder-dependent and more system-driven
10. Podify is positioned to grow with more confidence and less operational drag

Key Metrics This Role Will Influence

You will be accountable for improving the company's operational performance across metrics such as:

1. On-time delivery rate
2. Client retention
3. Client satisfaction
4. Revision volume
5. Team utilization
6. Project profitability
7. Delivery margin
8. Internal response times
9. Project visibility and reporting accuracy
10. Founder involvement in day-to-day operations
11. Number of recurring operational issues resolved permanently
12. Time from client kickoff to first successful delivery

Who This Role Is Perfect For

This role is ideal for someone who has already helped run or scale a service-based company, creative agency, production company, media company, marketing agency, or distributed professional services business.

You may have been a Chief Operating Officer (COO), VP (Vice President) of Operations, Head of Operations, agency operator, integrator, general manager, or senior delivery leader.

You are probably the person people rely on when things are messy, unclear, or moving too fast.

You can see the whole system, find the gaps, calm the chaos, and get people moving in the same direction.

Required Experience

7 or more years of operations, delivery, client services, production, or agency leadership experience

Experience:

1. Managing a remote or distributed team
2. Leading managers, producers, creatives, contractors, or cross-functional delivery teams
3. Improving operations inside a service-based business
4. Managing multiple clients, projects, timelines, and deliverables at once
5. Building workflows, dashboards, SOPs (Standard Operating Procedures), and accountability systems
6. With creative, media, podcast, video, YouTube, social media, agency, or content production workflows
7. Handling client escalations and improving client communication
8. With tools such as ClickUp, Notion, Slack, Google Workspace, or similar systems
9. Translating founder vision into operational execution

What Matters Most

1. Ownership
2. You do not wait for someone else to solve the problem. You see it, name it, organize it, and move it forward.
3. Operational judgment
4. You know when to create a process, when to simplify a process, and when to make a decision without overcomplicating things.
5. Calm under pressure
6. You do not create panic when things get messy. You create clarity.
7. High standards
8. You care about details, deadlines, communication, and quality.
9. People leadership
10. You can hold people accountable without being cold, harsh, or robotic.
11. Client maturity
12. You can speak to clients with confidence, empathy, and authority.
13. Systems thinking
14. You do not just solve the same problem over and over. You fix the system that caused the problem.
15. You understand how to work with a visionary founder. You can extract the vision, clarify the priorities, and turn ideas into execution.
16. You understand that great operations are not just about neat workflows. They affect profitability, retention, client trust, and growth.

How to Apply

Submit answers the following:

1. What is the most operationally messy company, team, or department you helped organize
2. What specific systems, processes, or leadership rhythms did you put in place
3. What measurable improvements came from your work
4. Have you managed remote or globally distributed teams How did you create accountability
5. What size and type of service business are you best suited to help scale
6. Why does this role at Podify interest you

Show real examples of building systems, improving delivery, leading remote teams, and helping a founder-led company become more scalable.