For podcast hosts and production teams

Virtual assistants for podcast production

Keep the episode moving between the conversations that make it possible. Your assistant coordinates guests, gathers materials and follows the release checklist. KTD recruits and prepares for your podcast workflow and agreed responsibilities before handoff.

Find your assistant

Recording the conversation is one part of publishing the episode.

The guest confirmed a time but has not sent a bio. A show-note link needs checking, and the producer is still waiting on approval for the release copy. Those details can hold up the handoff even when the recording is ready.

An assistant can connect the guest record, episode assets and approval status. You get a clear view of what is ready to publish and what still needs an answer.

The work to hand off

Keep every episode's people and materials connected.

Coordinate guest logistics

Arrange the recording from your approved guest list and availability. Collect the information in your preparation checklist and track confirmations or changes.

What you get back: A guest brief with recording and material status

Maintain the episode checklist

Record the episode reference, assigned owners and supplied production milestones. Follow up on missing files or updates so the producer can see the next dependency.

What you get back: An episode tracker with outstanding inputs

Prepare publishing materials

Assemble approved titles, descriptions, links and artwork in the format your process requires. Keep draft material separate from the version the host or producer has released.

What you get back: A publishing packet ready for final review

Coordinate release follow-through

Track the agreed publication step, collect the live links when supplied and send approved guest follow-up. Record corrections or new questions for the producer.

What you get back: A release record with links and follow-up status

Illustrative workflow

From confirmed guest to a release-ready episode packet

Make the guest details, production inputs and editorial approvals visible in one episode record.

The guest confirms

Assistant preparesRecord the time, contact and requested preparation materials.

Your team decidesGuest selection and interview direction.

The episode is produced

Assistant preparesTrack the supplied files, milestones and missing inputs.

Your team decidesAudio, video and editorial quality.

Publishing materials are assembled

Assistant preparesCollect the current copy, artwork and referenced links.

Your team decidesTitle, description, credits and release authorization.

The episode is released

Assistant preparesRecord the publication status and send approved follow-up.

Your team decidesAny correction, change in schedule or further distribution.

Illustrative example — not a client record

An episode packet waiting on a guest credit

Keep one missing publishing input visible without treating the whole episode as unfinished.

Episode reference: Example entryPOD-014; recorded guest interview.; What to provide or checkConnect the packet to the episode record.
Materials received: Example entryApproved title, description and artwork are in the episode folder.; What to provide or checkIdentify the publishing inputs already released.
Missing input: Example entryGuest has not confirmed the spelling of the organization named in the credit.; What to provide or checkState the precise unresolved detail.
Follow-up status: Example entryAssistant sent the approved confirmation request; reply pending.; What to provide or checkShow the action already taken.
Release owner: Example entryProducer decides release readiness after the credit is confirmed or another approved wording is chosen.; What to provide or checkIdentify who resolves the publishing decision.

Ready to hand over when: The producer can find the approved materials, identify the missing credit confirmation and see the follow-up history before deciding release readiness.

Download the blank template (CSV)

No email required. The file includes field names and guidance, with blank spaces for your own inputs. Use it to describe the work during matching; keep private client information out of an initial inquiry.

Shape the role around the workload

Does your release cadence create recurring coordination work?

A useful fit when

Episodes regularly need guest confirmations, materials and publishing follow-up.
Your host or producer can define stages and approve editorial decisions.

Discuss the setup first

A limited series creates only a short burst of work; discuss the wider role and hiring format.
You need specialist editing or independent editorial judgment as a core responsibility.

Managed support provides a dedicated, full-time assistant. Direct-hire responsibilities, hours and employment terms are agreed during matching.

The host and producer own the editorial decisions.

An assistant can coordinate the production record while your team decides what the audience will hear and see.

Guest selection, interview direction and final editorial approval stay with your team.
Audio or video editing and specific platform skills are assessed only if included in the agreed role.
Rights, sponsor commitments and permission to publish require your authorized review.

Bring one episode from invitation to release.

01Guest preparation messages and the recording checklist.
02Episode stages, publishing requirements and approval owners.
03Scheduling, production and publishing tools with required skills.
04Working hours, release cadence and rules for guest follow-up.

Recruit. Prepare. Hand over.

Recruited for you. Trained for your industry.

First, we discuss your niche and the work you want your assistant to own. Then we recruit and prepare them in depth for the industry and responsibilities agreed with you before handoff. The matching conversation defines the skills, tools and preparation time your role needs.

We assess English fluency, practical problem-solving and independent judgment, so your assistant can work through the next step and recognize when to bring you in.

Choose the support behind your hire.

Managed assistant

A dedicated, full-time assistant through our service, with ongoing support from our team. One monthly fee.

Explore managed support

Direct hire

We recruit and train an assistant for you to hire directly into your team. You manage the day-to-day. One placement fee.

Explore direct hiring

The examples on these pages are a starting point. Bring the broader range of work you want covered to the matching call. We agree responsibilities, preparation time, working hours, fees and terms before you start.

Before you bring someone on

Can an assistant book and prepare podcast guests?: They can coordinate invitations from your approved list, arrange times and collect the requested materials. Your host or producer chooses guests and decides the conversation's direction.
Can they prepare show notes and publishing details?: The role can include assembling supplied or agreed draft materials, organizing links and preparing the publishing packet. Your host or producer approves the final content and release.
Does this include podcast editing?: Discuss editing requirements during matching if you need them. This page describes production coordination; it does not assume audio, video or platform expertise for every assistant.
How do you prepare someone for our show?: KTD recruits and prepares for your podcast workflow and agreed responsibilities before handoff. We discuss skills, systems, hours and preparation time, including your guest process and episode approval steps.
What hiring arrangement can I use?: Managed support provides a dedicated, full-time assistant through KTD with ongoing support for a monthly fee. Direct hire covers recruitment and training for a placement fee before you hire directly. We agree workload, hours and terms first.

Give the next episode a clear path to release.

Show us the guest follow-ups and production details you keep carrying yourself. We will shape the assistant's role around your show's recurring work.

Find your assistant

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