Podcast Coordinator

Dream Three is a production company founded by an award-winning filmmaker and a Broadway actor. We create high-impact, mainstream stories that awaken consciousness and drive cultural change. Our projects span mediums and genres to include scripted and unscripted, podcasts and music, theater and live events, publishing, and immersive experiences. We are an elite team: focused, high-trust, and relentlessly committed to mastery — not a 9-to-5 comfort zone. If you thrive in environments with radical candor, clear ownership, and big creative swings, you’ll feel at home here.

ABOUT THE PODCAST

A new pop-culture podcast hosted by a Broadway leading man and a beloved sci-fi voice icon. Through candid conversations, special guests, and behind-the-scenes stories from show business and fandom, the show entertains, inspires, and champions friendship. We record in-studio, on the road, and at live events like San Diego Comic-Con.

ROLE OVERVIEW

We are seeking a hyper-organized, proactive Podcast Coordinator who will own the production process end-to-end—covering booking, confirmations, releases, file management, publishing, and quality control—so the team can focus on content and growth. If you thrive with checklists, communicate clearly, and deliver under pressure, you’ll be a perfect fit.

What Success Looks Like:

• Every recording is confirmed, technically prepared, and calendared at least two weeks in advance.

• Files, trackers, and metadata are updated within 24 hours of each session or release.

• Hosts, guests, and editors always know timelines and next steps.

KEY RESPONSIBILITIES

› Guest + Scheduling Ops

• Manage the booking pipeline: holds, confirmations, reschedules, and time zone coordination.

• Send calendar invites with agenda/run of show links.

• Maintain a robust database in Airtable of planned episodes and guest information, including research, media assets, and contact information.

• Ensure signed releases and technical confirmations are received ahead of the record.

› Production + Recording Session Support

• Setup, test, and operate recording equipment (microphones, cameras, lighting).

• Join sessions live to monitor recording, take time-coded notes, and flag issues for the editor.

• Troubleshoot minor technical issues alongside the Producer.

• Support live podcast events, panels, and meet-ups (run-of-show, check-in, mic handoffs, etc.).

• Capture behind-the-scenes photos and videos for promotional use.

› Post-Production Logistics

• Ingest and organize raw files, enforcing file taxonomy and naming conventions in Dropbox.

• Manage project deliverables in Descript/Frame.io.

• Route materials to editor/mixer and track statuses and deadlines in Asana.

› Publishing + QA

• Prepare metadata packages (titles, descriptions, tags, markers, and thumbnails) for review

• Publish episodes per schedule to all platforms

• Perform quality assurance: link checks, audio loudness, episode numbers, ad markers, and artwork

• Confirm distribution and update trackers on the day of release

› Social + Sponsor Support

• Deliver 10-15 suggested clip selects with timecode per episode to Social within 48–72 hours of receiving the episode's first cut.

• Collaborate with the Social Media Manager to maintain the content calendar.

• Obtain required approvals from all decision makers.

• Track sponsor deliverables (reads, flightings, proof of performance) and archive proof of performance.

› Admin + Compliance

• Maintain Airtable/Asana dashboards with accurate status and checklist completion

• Onboard vendors and route invoices; submit receipts to Finance

• Manage E&O log, music cue sheets, and third-party clearances

• Keep the episode bible up to date (guests, topics, links, asset paths, usage rights)

TOOLS YOU’LL USE

Airtable, Asana, Slack, Google Workspace, Dropbox, 1Password, Riverside, Zoom, Descript, Adobe Premiere, Frame.io, Captivate.fm, Spotify for Podcasters, Apple Podcasts Connect, YouTube Studio.

You don’t need to know every tool on day one—but you should be quick to learn new platforms and comfortable working in a structured, digital workflow.

ROLE REQUIREMENTS

• 1–3+ years in podcast/audio or content production coordination (or adjacent production office roles)

• Impeccable attention to detail, follow‑through, and written communication; you live in checklists and hit deadlines.

• Comfort with remote recording platforms (Riverside/Zoom) and basic audio workflows (Descript/Premiere).

• Detail‑driven approach to show notes, metadata, releases, and asset hygiene.

• Calm, proactive problem‑solver who keeps sessions and deliveries on track.

PLUSES

• Light editing chops in Premiere

• Experience managing episodic content on YouTube

• Prior experience supporting live tapings and running convention panels.

ADDITIONAL DETAILS

• Availability: Part‑time with opportunity for growth; flexible schedule with occasional evening/weekend needs tied to weekly recording sessions and launches.

• Location: NYC-based, hybrid work arrangement.

• Travel: Local in-person production in NYC; potential out-of-town travel for events.

• Work Authorization: Must be legally authorized to work in the U.S.

• Start Date: ASAP

If this role feels like a stretch in all the right ways, we’d love to hear from you. Tell us how your skills, experience, and unique point of view can level up this team and the stories we’re bringing into the world.

Dream Three is an equal opportunity employer. We value a wide range of backgrounds, identities, and perspectives, and strongly encourage candidates from historically underrepresented communities to apply.