AI voice receptionist for public relations that captures media inquiries, handles press requests, manages crisis calls, and qualifies new clients 24/7—so your PR team can focus on building relationships and securing coverage.
Industry research shows why every journalist call matters
Your media relations expertise is exceptional—but journalists cannot reach you when news is breaking
Journalists work on tight deadlines and move to the next source when calls go unanswered. A missed call at 6 PM could mean losing a feature story in a top-tier publication that your client deserves.
Crisis situations and breaking stories happen at all hours. When reporters call at midnight for comment on an industry development, your AI receptionist ensures rapid response and proper escalation.
Your PR professionals are pitching, in client meetings, or managing events. Without an AI receptionist, incoming media calls interrupt workflows or go to voicemail, losing momentum on hot stories.
From journalist call to scheduled interview in minutes
A journalist from Forbes calls at 7 PM seeking expert comment for a trending industry story.
Gathers outlet, deadline, story angle, spokesperson preference, and contact information.
Immediately notifies your media relations team via SMS, email, and Slack with full context.
Books interview slot with appropriate spokesperson and confirms with journalist.
"Thank you for calling Momentum PR. I'm the media relations assistant. How can I help you today?"
"Hi, this is Sarah Chen from TechCrunch. I'm working on a story about AI adoption in enterprise software and need an expert comment by 9 PM tonight."
"Thank you, Sarah. TechCrunch is a priority outlet for us. Let me capture the details—what's the specific angle of your story, and which of our clients or spokespersons would be most relevant for your piece?"
"I'm looking at how mid-market companies are implementing AI tools. I'd love to speak with someone from your client DataFlow about their experience."
"Perfect. I'm flagging this as urgent given your 9 PM deadline. Our senior account manager Lisa is being notified now and will call you back within 15 minutes to coordinate the interview. Can I confirm your callback number and email for follow-up materials?"
Intelligent call handling designed specifically for public relations agencies
AI receptionist captures journalist name, outlet, deadline, story angle, and spokesperson requests. Prioritizes tier-one outlets and urgent deadlines automatically.
Recognizes crisis indicators and immediately escalates to senior PR staff. Provides approved holding statements while alerting your rapid-response team.
Qualifies prospective clients by gathering company details, PR goals, budget range, and timeline. Schedules consultations with appropriate account teams.
Directs journalists to online newsroom, shares executive bios, provides high-res assets, and captures specific material requests for follow-up.
Track inquiry volume, outlet mix, response times, and coverage outcomes. Demonstrate media relations ROI to clients with detailed reporting.
Books media interviews directly into spokesperson calendars with timezone coordination. Sends prep materials and confirms with journalists.
Handle international media in Spanish, French, German, Mandarin, and 20+ languages. Support global PR campaigns and international press.
Get immediate notifications for tier-one outlets, breaking news requests, and crisis calls via SMS, email, Slack, or Microsoft Teams.
Enterprise-grade security for sensitive client communications. Detailed audit logs and NDA-compliant data handling for confidential matters.
Connect the AI receptionist with the tools your PR team already uses
See how an AI receptionist delivers 24/7 media coverage at 97% savings
No 24/7 coverage, no PR expertise, vacation and sick days, only handles one call at a time.
True 24/7 coverage. Never misses a journalist deadline. Handles 100 calls simultaneously.
Missing just 1 media inquiry per month from a tier-one outlet could cost your client a feature story worth $50,000+ in equivalent advertising value. Your AI receptionist pays for itself on the first captured opportunity.
Get Custom ROI AnalysisThe AI receptionist handles routine calls while intelligently escalating urgent media requests and crisis situations to your PR professionals.
Tier-one outlet, crisis call, or tight deadline triggers escalation
Account manager receives call details with full journalist context in seconds
AI briefs PR professional on story angle before seamlessly transferring
If unavailable, captures details, provides response timeline, sends priority alerts
See how public relations firms are capturing more media opportunities with our AI receptionist
"AgentZap transformed our media relations. We were missing 40% of after-hours journalist calls—now every inquiry gets immediate response. Our client coverage increased 45% in the first quarter. The AI receptionist pays for itself many times over."
Jennifer Walsh
Managing Director, Sterling Communications
New York, NY
"During a client crisis at 11 PM, our AI receptionist captured the journalist's deadline, immediately alerted our crisis team, and we had a statement out in 45 minutes. That response time saved our client's reputation. Invaluable."
Michael Torres
VP of Crisis Communications, Apex PR Group
Los Angeles, CA
"The AI receptionist handles journalist calls perfectly—captures outlet, deadline, and story angle every time. Our team stays focused on strategy and pitching while never missing an incoming opportunity. Best investment we've made."
Sarah Kim
Founder, TechBridge Communications
San Francisco, CA
The most advanced AI voice receptionist built specifically for public relations professionals
Unlike generic AI, our receptionist understands media relations terminology, journalist workflows, outlet tiers, and the urgency of press deadlines. It knows the difference between a routine inquiry and a breaking news opportunity.
Our PR specialists configure your media handling protocols, client roster, spokesperson routing, and crisis escalation procedures. Most agencies are live within 24 hours with dedicated setup support.
Month-to-month flexibility. We earn your business with results, not lock-in agreements. Cancel anytime with no penalties or hidden fees.
Track inquiry volume, outlet mix, response times, and coverage outcomes. Demonstrate media relations ROI to clients with detailed performance reporting.
Journalists never wait on hold. Every call answered on the first ring, 24/7/365. Handle unlimited simultaneous calls during breaking news or product launches.
Enterprise-grade security for sensitive client matters. NDA-compliant data handling, detailed audit logs, and secure communications for confidential PR campaigns.
Everything you need to know about AI receptionists for PR firms
An AI receptionist for PR firms is an intelligent virtual assistant that handles inbound calls 24/7, manages media inquiries, captures press requests, qualifies new client prospects, and schedules consultations. Unlike traditional answering services, an AI receptionist for public relations understands PR terminology, can triage urgent media requests, and integrates with PR software like Cision, Meltwater, and Muck Rack to ensure no opportunity is missed.
The AI voice receptionist for public relations captures essential media inquiry details including journalist name, outlet, deadline, story angle, and specific spokesperson requests. It prioritizes urgent press requests based on outlet tier and deadline proximity, immediately alerts your PR team via SMS, email, or Slack, and can provide approved talking points or direct journalists to your online press kit while routing high-priority requests for immediate human escalation.
Yes. The AI receptionist is trained to recognize crisis indicators and immediately escalate to your crisis communications team. It can collect initial details about breaking situations, provide pre-approved holding statements, and ensure rapid-response protocols are activated. During crisis situations, the AI receptionist maintains call logs with timestamps for documentation while routing urgent calls with full context to senior PR professionals.
The AI receptionist for PR firms conducts structured qualification by gathering company information, PR goals, target audiences, budget range, timeline, and current media coverage status. It asks about specific needs such as media relations, crisis preparedness, influencer partnerships, or executive visibility. Qualified leads receive automatic follow-up with case studies relevant to their industry, and consultations are scheduled with the appropriate account team.
Traditional answering services charge $2-8 per call, have hold times, and operators lack PR context. An AI receptionist for public relations handles unlimited simultaneous calls instantly, costs a flat monthly rate, understands media relations terminology, integrates with PR software, and is available 24/7 when breaking news happens. It captures journalist deadlines accurately and routes urgent press requests immediately rather than taking messages.
The AI voice receptionist integrates with leading PR platforms including Cision, Meltwater, Muck Rack, and Prowly for media database synchronization. It connects with CRM systems (HubSpot, Salesforce), project management tools (Monday.com, Asana), and calendar applications. Media inquiries automatically create records in your systems with journalist details, outlet information, and story context for seamless follow-up.
The AI receptionist introduces itself professionally as a virtual assistant and focuses on efficiently capturing their request. Most journalists appreciate getting immediate response at any hour rather than leaving voicemail, especially on deadline. The experience is professional and knowledgeable about PR processes. Journalists can always request to speak with a human, triggering immediate escalation to your media relations team.
The AI receptionist provides true 24/7 coverage for press requests, which is critical since news never sleeps. When journalists call after hours with deadline requests, the AI captures all details, assesses urgency, and can immediately alert on-call PR staff for time-sensitive opportunities. It provides journalists with expected response times and can share approved press materials while your team prepares a formal response.
Yes. The AI voice receptionist can direct journalists to your online newsroom, share executive bio links, provide high-resolution logo and image URLs, and offer backgrounder information. It can also collect specific asset requests and ensure your PR team follows up with exactly what the journalist needs, reducing back-and-forth communication and improving placement success rates.
The AI receptionist logs every media inquiry with outlet name, journalist contact details, story angle, deadline, and initial response time. This data feeds into analytics dashboards showing inquiry volume trends, outlet mix, response rates, and coverage outcomes. PR teams can demonstrate media relations ROI to clients and identify which story angles generate the most interest.
Most PR agencies are fully operational within 24-48 hours. Our onboarding specialists configure your service offerings, media handling protocols, crisis escalation procedures, and software integrations. We provide dedicated setup support and testing with sample media scenarios to ensure the AI receptionist handles your specific PR requirements correctly before going live.
AI receptionists serve boutique PR firms, full-service agencies, corporate communications departments, crisis management specialists, entertainment publicists, tech PR agencies, and healthcare communications firms. Any PR organization that receives media calls, client inquiries, or needs 24/7 availability for breaking news benefits from an AI receptionist for public relations.
Join 500+ PR agencies using AgentZap to answer every journalist call, handle media inquiries, and secure more coverage for clients—24/7, without missing a deadline.
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