Fractional Chief Operating Officer

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