About This Role
About Talkbox Productions
Talkbox Productions is an international audiobook production consultancy and podcast production company, founded by Grammy-finalist and Audie Award-winning narrator and director Tavia Gilbert. We make audio that builds trust, connection, and legacy for authors, publishers, foundations, and mission-driven brands.
Our work includes long-running podcasts like the Information Security Forum podcast (300+ episodes since 2016) and Stories of Impact for the Templeton World Charity Foundation (105 episodes, 750,000+ downloads, three-time American Writing Awards Podcast of the Year).
Every project follows our Blueprint / Build / Broadcast process and our VOICE craft standard, and is held to the Talkbox Difference: Personal, Passionate, Powerful, Polished, Profitable.
Talkbox is founder-led and lean by design, with an award-winning body of work and a strong client base. We're ready to grow, so we're looking for a builder to create the operating engine that makes that growth possible and to grow with it.
The role
The Chief of Operations turns Talkbox's creative excellence into a repeatable, profitable operation, so the founder can focus on clients, craft, and growth. You'll own how work moves through the company: from signed proposal to delivered master, from invoice to payment, from new hire to productive team member.
You report directly to the Founder/CEO and act as her operational partner. This is a fractional, hands-on leadership role of roughly 8–10 hours per week to start, growing as the company grows: you'll improve our systems and run them until they can run without you. It's well suited to an experienced operator who works with a small portfolio of companies.
Why this role is different: This is an early seat for an operator who wants real ownership. You'll help shape how the company runs, share directly in the growth you help create, and have a defined path to more hours, more pay, and a bigger role as Talkbox scales.
Key responsibilitiesProduction operations
- Own the end-to-end production pipeline for audiobooks and podcasts: scheduling, talent booking, studio time, editing, QC, and delivery.
- Build and maintain SOPs for each stage of Blueprint / Build / Broadcast, so quality holds as volume grows.
- Track every active project's status, deadlines, and budget; flag risks before they become client problems.
- Manage the roster of freelance narrators, engineers, editors, and proofers, including contracts, rates, and performance.
Client operations
- Run client onboarding, from signed agreement to kickoff, with a consistent, polished experience.
- Own scopes of work, change orders, and delivery sign-off.
- Partner with the CEO on proposals, pricing models, and capacity planning for new work.
Finance and administration
- Manage invoicing, collections, vendor payments, and contractor payouts across international clients and currencies.
- Maintain project-level profitability tracking and monthly financial reporting.
- Oversee contracts, insurance, compliance, and rights/licensing paperwork.
Systems and tools
- Lead the consolidation onto GoHighLevel as the company's single CRM and client dashboard.
- Own the operations stack (CRM, project management, Wave, Wise, file delivery) and the automations that connect it.
- Keep internal documentation current and findable.
People and team
- Contract, onboard, and manage operations and production support (for example, a project coordinator) who carry day-to-day execution between your hours.
- Set the operating rhythm: production meetings, KPIs, and quarterly planning.
- Coordinate with marketing and distribution on launches, events, and campaigns.
What success looks like in year one
Timeframe
Outcome
First 60 days
Full map of current workflows, tools, and bottlenecks; a live project tracker covering every active production; invoicing and collections running on a consistent cadence.
By 4 months
Documented SOPs for audiobook and podcast production; GoHighLevel live as the single CRM; freelancer roster, contracts, and rates standardized.
By 6 months
Project-level profitability visible for every engagement; on-time delivery and client satisfaction tracked and improving; the CEO spends most of her time on clients, creative direction, and growth rather than operations.
QualificationsRequired
- 5+ years in operations, with at least 2 in a leadership role at a small or scaling company.
- Direct experience running production operations in audio, podcasting, publishing, media, or a creative agency.
- Proven ability to build systems and SOPs from scratch, then get a team to use them.
- Strong financial fluency: budgets, project P&Ls, invoicing, and contractor management.
- Hands-on comfort with CRMs, project management tools, and automation.
- Excellent written communication and a calm, warm, caring, organized presence with clients, talent, and team.
- Energized by building from zero: comfortable with early-stage ambiguity, wearing many hats, and a pay mix weighted toward shared growth.
Preferred
- Audiobook production experience, including publisher workflows and delivery specs (e.g., ACX/Audible, INaudio/Authors Republic).
- Experience with ProTools, Twisted Wave, Reaper, etc.
- Experience with GoHighLevel or similar all-in-one CRM platforms.
- Experience working with international clients, contractors, and multi-currency payments.
- Familiarity with rights, licensing, and talent contracts in audio or publishing.
Pay: From $50.00 per hour
Expected hours: No less than 5.0 per week
Benefits:
- Flexible schedule
Work Location: Remote