Administrative Assistant/Guest Booker - Wanf

Gray Media•Atlanta, GA

About The Position

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.

Requirements

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

Nice To Haves

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

Responsibilities

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
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