**Role Overview**
We are seeking a friendly, organized, and proactive Guest Experience Coordinator / Executive Assistant to serve as the primary point of contact for newsletter guests, interviewees, and event participants. This role is central to creating a welcoming, seamless, and memorable experience for everyone we collaborate with, ensuring smooth communication, efficient scheduling, and consistent follow-up.
**Why this role?**
- **Remote & flexible** - contribute professionally while working from home.
- **Meaningful relationships** - engage with thoughtful guests, community leaders, and partners; become the trusted face of our brand.
- **Make a visible impact** - your coordination directly powers the content and events our audience experiences.
**Key ResponsibilitiesGuest & Community Outreach**
- Identify and engage potential guests for newsletters and interviews aligned with content goals.
- Send personalized invitations for events, workshops, and community gatherings.
- Conduct targeted cold outreach to founders, VCs, LPs, operators, and other leaders—inviting them to participate in interviews, newsletters, or podcasts.
- Follow up with invited guests who have received questions or materials but have not yet responded (sometimes weeks or months later).
**Scheduling & Coordination**
- Oversee the master calendar for interviews and guest appearances.
- Coordinate availability between internal hosts and external participants.
- Schedule prep calls, technical checks, and recording sessions.
- Book and confirm logistics for both virtual and in-person events.
- Ensure hosts and guests receive timely reminders and confirmations ahead of every session.




**Guest Journey & Preparation**
- Act as the main guide for guests throughout the entire process.
- Provide briefing materials (topics, logistics, technical setup, host bios).
- Ensure guests and hosts are fully prepared before any session.
- Track post-recording workflows: make sure interviews are passed seamlessly into production/editing pipelines.
- Share published content, thank guests, and nurture ongoing relationships.
**Process & Pipeline Management**
- Track guest and interview status across the full pipeline (Invited → Confirmed → In Process → Ready to Publish → Published).
- Maintain an organized database of contacts, guests, and participants.
- Manage multiple interview states simultaneously (e.g., profiles waiting on approval, ready-to-publish drafts, interviews awaiting responses).
- Collaborate with the content/production team to ensure materials move smoothly through editing, publishing, and promotion stages.
- Provide regular updates on pipeline progress and outstanding action items.
**Qualifications & Skills**
- **Exceptional Organizer**:
- Strong ability to manage schedules, tasks, and details without missing deadlines
- **Natural Communicator**: Excellent written and spoken English (C2 or native). Skilled in clear, concise,



and personable communication.
- **Proactive & Resourceful**: Anticipates needs, solves problems efficiently, and takes initiative.
- **Empathetic & Personable**: Builds rapport easily and ensures guests feel valued and supported.
**Tech-Savvy**:
- Comfortable with digital tools, including: Google Workspace & Google Drive Calendar software (Google Calendar, Calendly) Video conferencing & recording tools (e.g., Riverside.fm, Zoom)
- Slack
- Project/task management tools (Asana, Trello, ClickUp, or equivalent)
- Canva (optional, for simple design tasks)
**Education & Experience**
- Formal education is not strictly required; the focus is on demonstrated ability to perform the role effectively.
- Prior experience in guest coordination, community management, event planning, podcast management, or similar roles is highly desirable.
- Background in admin support, executive assistance, or outreach coordination is strongly preferred.
**About You**
You’re the type of person who finds satisfaction in a perfectly managed calendar, a smooth guest onboarding process, and relationships that last beyond a single event. You thrive in fast-moving environments, can balance multiple interview states at once, and take pride in seeing projects through from the first outreach to the final published piece. You combine organizational strength with a human touch, ensuring every interaction contributes to stronger community ties and high-quality content.
Tipo de puesto: Jornada completa
Sueldo: $15,000.00 - $16,000.00 al mes
Lugar de trabajo: Empleo presencial

📌 Client Engagement & Executive Support Specialist (Baja California)
🏢 Tele-Help
📍 Baja California