Virtual assistant

Executive Assistant & Production Coordinator
for Dr. Christian Gonzalez

Role Overview
The Executive Assistant supports Dr. Christian Gonzalez in managing podcast production, client operations, social media publishing, product review coordination, and administrative tasks. This role ensures that podcast releases, client appointments, social content, and operational systems run smoothly week to week.
The assistant acts as the primary operational coordinator across podcast production, client scheduling, brand communications, and digital assets.

The ideal candidate for this role is highly organized, proactive, and detail-oriented, with the ability to manage multiple moving parts across podcast production, client operations, and digital content. They should be comfortable working independently, anticipating needs before they arise, and maintaining clear communication while keeping schedules, systems, and deadlines on track. Strong writing skills are important, as the role includes drafting captions, show notes, emails, and podcast materials. The person should also be tech-savvy and adaptable, able to work across tools such as Meta Business Suite, Canva, ManyChat, Kajabi, Calendly, and client management platforms. Because this position supports both creative production and operational logistics, the ideal assistant is someone who enjoys building systems, solving problems, and helping a fast-moving brand run smoothly behind the scenes. A strong interest in health, wellness, and media production is a plus, as is the ability to handle sensitive client information with professionalism and discretion.

Core Responsibilities:
Podcast Production & Content Operations
Manage Heal Thy Self podcast production schedule
Assign release dates to episodes
Coordinate ad recordings and episode releases
Write guest bios (und ---------- duty right now)
Write show intros (und ---------- duty right now)
Write podcast ad reads (und ---------- duty right now)
Prepare show notes
Schedule Tuesday posts for Heal Thy Self Instagram

Email podcast guests their show files once episodes go live
Send reminder emails to upcoming guests before their episode release
Work with Shantilly on podcast swaps and guest collaborations
Track podcast production calendar

Social Media & Content Publishing
Post weekly podcast guest reel
Schedule content via Meta Business Suite
Write captions using ChatGPT from podcast transcripts (und ---------- duty right now)
Set up ManyChat automations
Promote podcast episodes and product reviews
Remind Christian to post additional product review categories
Monitor and respond to YouTube comments

Product Review Program Management
Send outreach emails to brands for product reviews
Maintain communication with brands for three weeks prior to recording
Prepare product review ebooks in Canva
Maintain landing pages for product review resources
Add product review results to master tracking list
Share winning products with the Wellness Loud Slack channel
Review product review results before filming

Client & Appointment Management
Review client schedule weekly
Ensure clients have:
Completed intake forms
Submitted payment
If lab reviews are scheduled:
Ensure tests are run through the system prior to appointments
Manage Calendly availability for ELM sessions
Promote ELM sessions on social media
When a new ELM client books:
Add client to Practice Better
Send intake forms
Request payment
Payment processing:
Request payment via Zelle to: ---------- If client cannot use Zelle:
Create one-time Stripe payment link
Add 3% processing fee

Marketing & Funnel Management
Export email lists from ManyChat and import into Kajabi
Maintain ebook downloads
Maintain landing pages
Promote healing sessions online (reminders)

Administrative & Operational Tasks
Monitor and manage incoming emails
Maintain podcast production calendar
Maintain shot list for podcast recordings
Maintain credentials documents
Maintain Monday operations board
Track upcoming product review schedule
Monitor Day's emails for social media and podcast advertising
Schedule ads accordingly