Podcast & Media Growth - Virtual Assistant

This is a remote position.

Virtual Rockstar is hiring a full-time Podcast & Media Growth Virtual Assistant on behalf of our client, a full-service Integrated Oncology and Wellness Center. This mission-driven center serves patients locally and worldwide, providing root-cause, personalized care through highly experienced integrative and naturopathic doctors and specialized healthcare providers.

This role is not a basic podcast VA position. You will own the end-to-end podcast and media ecosystem across three podcasts, turning the clinic's content into a true growth engine that drives authority, visibility, leads, and monetization. You'll manage guest outreach, production, publishing, distribution, YouTube optimization, short-form content, promotional assets, and performance trackingwhile improving systems and creating consistency across the entire media operation.

About Our Client

Our client is a destination-style clinic for patients with complex and often life-threatening conditionsespecially cancerwho are seeking integrative, root-cause solutions after exhausting conventional care options. Their culture is:

• Mission-driven and patient-centered

• Excellence-oriented, with high standards and strong accountability

• Calm under complexity

• Respectful, collaborative, and team-based

• Growth-oriented and continuously improving

Their values include Patient Advocacy First, Integrity & Precision, Compassion with Boundaries, Innovation & Leadership, and Ownership Mentalitymeaning this role requires someone who thinks beyond tasks and actively drives outcomes.

Responsibilities

Guest Outreach & Interview Scheduling

• Identify, research, and reach out to high-value podcast guests aligned with the clinic's mission and audience.

• Manage guest communication end-to-end: outreach, follow-ups, booking, and confirmation.

• Coordinate pre-interview logistics including consent forms, scheduling, and talking points.

• Ensure smooth handoffs before and after interviews and maintain a guest pipeline system.

  
  

Podcast Production (Audio & Video)

• Edit long-form podcast episodes (audio and video) to professional standards.

• Ensure consistent quality, sound/video optimization, intros/outros, and brand alignment.

• Maintain file organization, storage, and publishing timelines to avoid production bottlenecks.

• Upload and distribute episodes across podcast platforms and YouTube.

  
  

Short-Form Content Creation & Repurposing

• Create short-form clips for Reels, Shorts, TikTok, and other platforms from every episode.

• Identify high-impact moments that drive engagement and curiositynot just interesting clips, but content that converts.

• Write optimized hooks and captions, format clips correctly per platform, and maintain a consistent posting cadence.

  
  

Guest Promotional Assets & Cross-Promotion

• Provide guests with ready-to-use promotional assets to increase reach, including clips, graphics, captions, and links.

• Encourage guest promotion and track whether assets were shared, following up when needed.

  
  

Podcast Marketing, Growth & Distribution

• Implement strategies to grow downloads, subscribers, and watch time.

• Optimize titles, descriptions, tags, and thumbnails for discoverability.

• Maintain cross-platform promotional workflows so each episode is pushed consistently across all channels.

• Track performance metrics and recommend improvements based on what's working.

  
  

YouTube Channel Management & Optimization

• Build and manage a strong podcast presence on YouTube as the primary long-form discovery engine.

• Improve watch time, retention, thumbnails, and posting consistency.

• Optimize content to improve rankings in search and suggested videos.

  
  

Social Media Management & Engagement

• Publish podcast-related content consistently across social platforms.

• Promote the podcasts, the clinic, books, services, and programs through media content.

• Drive engagement through calls-to-action, comments, and community interaction while maintaining a professional, aligned voice.

  
  

Lead Generation & Monetization Integration

• Ensure episodes and clips include strong CTAs that drive traffic to: free resources, discovery calls, clinic services, affiliate products, and programs.

• Coordinate links, landing pages, offers, and funnel integration with internal systems.

• Help connect content performance to outcomesleads, conversions, and revenue.

  
  

Guest Appearances & Authority Building

• Pitch the founder/doctor as a guest on other podcasts and media outlets to expand reach and authority.

• Manage outreach, scheduling, logistics, and follow-up for external guest appearances.

• Track outreach activity and booking success and refine approach based on results.

  
  

Systems, Consistency & Performance Tracking

• Build and maintain systems for episode tracking, content calendars, publishing schedules, and asset organization.

• Ensure brand consistency across platforms and content types.

• Track key metrics (downloads, views, engagement, leads), identify what converts, and recommend refinements to increase ROI.

Tools & Communication

• Preferred communication: Email (and text if urgent)

• Internal communication: Slack

• Current tools: Cerbo (EHR), Weave (phone), Klaviyo (email) (plus podcast production and publishing platforms)

Requirements

Top 3 Non-Negotiables

• Excellent English and communication skills (near-native fluency, minimal accent, strong writing, and professional guest communication).

• Proven podcast, video, and social media execution skillsyou must have real experience editing audio/video, creating short-form clips, managing YouTube, and promoting podcasts for growth.

• Ownership mentality and strategic thinkingyou take full ownership of the podcast ecosystem and think in outcomes: growth, leads, conversions, and monetization.

Additional Qualifications

• Strong experience with podcast distribution platforms, YouTube publishing/optimization, and short-form content strategy.

• Excellent organization and ability to manage multiple shows, calendars, deadlines, and deliverables simultaneously.

• Ability to build systems and improve workflows to ensure consistency and scalability.

• Comfort with performance metrics tracking and making data-driven recommendations.

• Experience supporting outreach and guest booking strategies (both booking guests and pitching the founder as a guest).

What Success Looks Like

• The three podcasts consistently publish on schedule with high production quality and strong brand alignment.

• YouTube and short-form clips become reliable discovery channels, increasing watch time, engagement, and subscribers.

• Guest outreach and guest promotion become systematic and measurable.

• Content drives tangible outcomes: leads, discovery calls, book sales, and growth of clinic services.

Benefits

• Competitive salary commensurate with experience.

• Opportunities for professional development and growth.

• Work in a dynamic and supportive team environment.

• Make a meaningful impact by helping to build and strengthen families across the globe.