Podcast Guest Scheduling Coordinator

We are looking for an organized, self-motivated Guest Scheduling Coordinator to manage the end-to-end process of booking guests for the Light Pollution News podcast. You will own the scheduling pipeline, from initial outreach and follow-up, through confirmed booking and calendar coordination, ensuring guests have a smooth, professional experience from first contact to recording day. Key Responsibilities • Manage an ongoing pipeline of prospective guests identified by the host. Track status of outreach to confirmed booking. • Send personalized initial outreach emails to potential guests using established templates and tone guidelines; adapt messaging as needed for different guest backgrounds (researchers, advocates, policy makers, photographers, journalists). • Follow up with prospective guests in a timely and professional manner, maintaining a friendly, persistent-but-not-pushy approach. • Coordinate recording dates and times with confirmed guests, accounting for time zones and the host's availability. Please note, we have two types of shows: Our main monthly show which is recorded at a predetermined time and adhoc shows for which we are flexible to the times of the guest. • Send follow-up confirmation emails to booked guests with recording details, logistics, and preparation notes. • Maintain and update a guest tracking log with current status, contact details, and notes for each prospect and confirmed guest. • Flag scheduling conflicts, no-responses, or reschedules to the host promptly. • Occasionally assist with light research to personalize outreach emails (recent publications, projects, or media appearances of prospective guests). • Coordinate with the host ahead of each recording to confirm guest readiness and flag any open items. • Check inbox daily to see if there are any emails that need responses. • Respond to incoming emails within two business days. • Skillfully develop and compile monthly newsletter. What We're Looking For • Excellent written communication skills — you can strike a tone that is warm, professional, and human. • Strong organizational skills and comfort managing a multi-stage pipeline of contacts simultaneously. • Reliable follow-through; you keep things moving without needing to be reminded. • Experience with scheduling, coordination, or administrative support (podcast, media, or nonprofit context a plus). • Familiarity with email tools and basic tracking spreadsheets or CRM software. • Ability to work independently and communicate proactively with the host about pipeline status. • Prior experience running newsletters with examples. Must have prior experience with MailChimp. Nice to Have • Prior experience supporting a podcast, media outlet, or public-facing organization. • Familiarity with the light pollution, dark sky, or environmental science. • Experience with tools like Google Sheets. Time Commitment & Compensation This is a part-time, flexible role estimated at approximately 3–4 hours per month, with some variability depending on the booking cycle. The show records on a monthly schedule, so the workflow is cyclical rather than high-pressure. Compensation is negotiable and commensurate with experience. Remote, asynchronous work is the norm.