Administrative Assistant Guest Booker

Job Description

Administrative Assistant Guest Booker

About Gray Television:
Gray Media, or Gray, is a multimedia company headquartered in Atlanta, Georgia, formally known as Gray Television, Inc. The company is the nation's largest owner of top-rated local television stations and digital assets serving 113 television markets that collectively reach approximately 36 percent of US television households. The portfolio includes 77 markets with the top-rated television station and 100 markets with the first and/or second-highest-rated television station, as well as the largest Telemundo Affiliate group with 43 markets totaling nearly 1.5 million Hispanic TV Households. The company also owns Gray Digital Media, a full-service digital agency offering national and local clients digital marketing strategies with the most advanced digital products and services. Gray's additional media properties include video production companies Raycom Sports, Tupelo Media Group, and PowerNation Studios, and studio production facilities Assembly Atlanta and Third Rail Studios.
About WANF:
Atlanta News First has served Atlanta communities for more than 50 years with local news, weather, sports, and entertainment. WANF (Independent), ANF+ (streaming), AtlantaNewsFirst.com, WPCH (CW), and PSN (Peachtree Sports Network) are owned by Gray Television, headquartered in Atlanta, Georgia. Would you like to work in the #7 market in a city with a thriving economy and a vibrant culture? Atlanta News First provides the community with award-winning local news coverage, dedicated community service, and effective marketing solutions for area businesses. Come to Atlanta for the opportunity. The energy. The chance to dream where there's space to contribute. Where creatives, universities, entrepreneurs, and the world's biggest brands intersect. Atlanta has a unique culture all its own with a young population, a bustling city center packed with urban parks and amenities, and famously walkable neighborhoods.
Job Summary/Description:
Are you the kind of person who loves making moving parts come together-fast, smoothly, and with zero details missed? This role sits at the center of our newsroom, helping keep day-to-day operations on track while also owning the full guest booking process from first pitch to ''you're on in 3 minutes.'' You'll coordinate analysts, interviews, sponsored and community segments across multiple live shows each week-handling outreach, confirmations, calendars, guest prep, and day-of logistics. The ideal candidate is proactive, calm under pressure, great with people, and thrives in a quick-turn environment where communication and follow-through matter.
Duties/Responsibilities will include (but not be limited to):
Guest Booking & Coordination:
• Guest Booking: Book guests, analysts, and interviews for broadcast and streaming newscasts, specialty programs, lifestyle and sponsored sales segments; Brainstorm and pitch creative guest ideas that align with each show's format and audience
• Booking Calendar Management: Create and maintain a comprehensive booking calendar for guest appearances across multiple live shows each week and standardize internal and external communication about guest segments to improve guest experience
• Guest Management: Improve management of guests when they are in the building and provide clear communication regarding arrival, studio time, and departure
• Cross-Department Coordination: Serve as a centralized coordination point for on-camera segments
• Sponsored Segments: Provide a clear point of contact for booking sponsored segments and community partner segments
• Digital & Social Media Integration: Streamline communication with digital department about segments that need to be posted and identify social media opportunities
• Show Producer Support: Improve productivity of show producers by managing booking logistics and segment details
• Community Relations: Foster relationships in the community and manage outreach for potential guests and partners
• In-Show Promotion: Maximize in-show teasing of upcoming guest segments through coordination with on-air talent
Administrative Support:
• Calendar Management & Scheduling: Manage calendars for News Director, coordinate meetings, and schedule appointments
• Communication: Screen calls and emails, take messages, and direct inquiries to appropriate personnel
• Data Entry & Documentation: Enter and maintain data in booking systems, company databases, and guest tracking systems with accuracy and attention to detail
• Meeting Coordination: Arrange conference rooms, prepare agendas, take meeting minutes, and distribute materials
• Office Management: Order supplies, oversee office equipment maintenance, and ensure a productive work environment
• Customer Relations: Greet visitors, answer general inquiries, and represent the company professionally
Qualifications/Requirements:
Required:
• High school diploma or equivalent (GED)
• 2+ years of professional administrative experience
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Strong written and verbal communication skills
• Excellent organizational and time management abilities
• Ability to multitask and prioritize effectively in a fast-paced environment
• Professional demeanor and strong work ethic
• Experience managing calendars and scheduling systems
• Demonstrated ability to coordinate multiple stakeholders and projects simultaneously
Preferred:
• Bachelor's degree or some college coursework
• Experience in media, broadcasting, or entertainment industry
• Knowledge of booking software or CRM platforms
• Experience with database management systems
• Experience with content management or digital publishing systems
• Event coordination or conference planning experience
• Certification as an Administrative Professional (CAP) or similar credential
If you feel you're qualified and want to work with a great group of people go to https://gray.tv/careers#currentopenings, you may type in the job title, station call letters, or click on ''apply now'', upload your resume, cover letter, and references
(Current employees who are interested in this position can apply through the Gray-TV UltiPro self-service portal)
WANF-TV/Gray Television, Inc. is a drug-free company

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Jobcode: Reference SBJ-pkmn79-216-73-216-222-42 in your application.