GUEST COORDINATOR - BETTER TOGETHER

Job Description

Job Description

Position: Guest Coordinator - Better Together

Location: Fort Worth, TX (on site)

Reports To: Senior Producer

Summary:

This position assists the Senior Producer with talent (guest) booking, hospitality, and travel needs for on-camera appearances on “Better Together.” Primary responsibilities include coordinating logistics for scheduled on-camera guests and providing related administrative, hospitality, and production support for the Senior Producer as needed.

Duties:

• Assist Senior Producer in researching, casting, and scheduling a revolving pool of guests.
• Build and maintain positive relationships with potential guests and their assistants and managers.
• Work closely with the travel department to ensure all arrangements meet the production schedule and guest requirements.
• Assist producers in monitoring adherence to any contractual requirements pertaining to guest appearances and in obtaining signed talent releases/agreements as needed.
• Maintain clear, professional communication with guests to ensure they receive all information pertinent to their participation in the program before arrival and that all questions or concerns are addressed in a timely manner.
• Coordinate hospitality for guests and support guest and Senior Producer needs during production.
• Process guest release forms, guest database updates, purchase orders, invoices, new vendor forms, and expense reports in a timely manner.
• Research and create guest and topical briefs as requested and in a timely manner.
• Proofread production documents and other materials on behalf of the Senior Producer as requested.
• Perform other administrative and production support duties and errands as needed.

Skills & Experience:

• Ability to work fully on site is required (this is not a remote position).
• Ability to travel 2-3 times per month, when necessary, is required.
• At least 2 years of experience as an administrative assistant or in a related field (e.g., Personal Assistant, Event Coordination, Travel/Hospitality, Talent Management) is preferred.
• Experience with basic safe food handling practices is required.
• 6 months to 1 year of experience working in a production office, on set, or in a post-production environment preferred. General knowledge of production and post-production workflows helpful.
• Mac office environment; expert proficiency in Microsoft Word, Excel, Outlook, and Adobe Acrobat Pro required.
• Ability to maintain document processing and file integrity and a working knowledge of Microsoft SharePoint and Google Docs is required.
• Must be a flexible team player who thrives in a fast-paced environment where needs and priorities are subject to frequent revision.
• Exceptional organizational skills and attention to detail.
• Strong verbal and written communication skills, especially the ability to write in a clear, concise, and professional manner.
• Ability to handle multiple assignments and complete jobs under deadline pressure.
• Demonstrated ability to problem-solve and communicate courteously and professionally with diverse personalities and all levels of management while maintaining the highest standards of confidentiality.
• BA/BS in a related field of study or equivalent experience is preferred.

Additional information:

• Candidates must provide 2 professional references in addition to a personal and spiritual reference.
• Candidates will be required to complete a skills assessment during the interview process. The selected candidate will undergo a paid training period before coming on staff.