Guest Coordinator - Better Together

Pos ition: 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.