BETTER TOGETHER GUEST COORDINATOR

Summary:

This position will assist the Senior Producer in coordinating guest appearances for “Better Together.” Primary responsibilities will be handling logistics for scheduled guests and providing related administrative 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/managers
• Work closely with the travel department to ensure all arrangements meet 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 ensuring that they receive information pertinent to their participation in the program prior to their arrival and that all questions or concerns are addressed in a timely manner
• Coordinate hospitality, and support Guest & Senior Producer’s needs during production
• Process guest release forms, updates to guest database, purchase orders, invoices, new vendor forms, and expense reports in a timely manner
• Research and create guest/topical briefs as requested and in a timely manner
• Proof-read production documents and other materials on behalf of 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 is required (frequency 2-3 times per month when necessary)
• 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
• 6 months to 1-year of experience working in a production office, on set or post-production environment preferred. General knowledge of production and post-production work flows helpful.
• Mac office environment - expert proficiency in Microsoft Word, Excel, Outlook, and Adobe Acrobat required
• Working knowledge of Microsoft Sharepoint and Google Docs required
• Must be a flexible team-player who thrives in a fast-paced environment where needs and priorities are subject to much revision
• Exceptional organizational skills and attention to detail
• Strong verbal and written communication skills, especially the ability to write in a clear, concise, professional manner
• Ability to handle multiple assignments and complete jobs under deadline pressure
• Demonstrated ability to problem-solve and communicate in a courteous and professional manner with diverse personalities and all levels of management while maintaining the highest standards of confidentiality
• BA/BS in 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. If selected, candidate will undergo a paid training period prior to coming on staff.