Speakers - Coordinator

Job Description

Who We Are

Creative Artists Agency (CAA) is the leading entertainment and sports agency, with global expertise in filmed and live entertainment, digital media, publishing, sponsorship sales and endorsements, media finance, consumer investing, fashion, trademark licensing, and philanthropy. Distinguished by its culture of collaboration and exceptional client service, CAA’s diverse workforce identifies, innovates, and amplifies opportunities for the people and organizations that shape culture and inspire the world. The trailblazer of the agency business, CAA was the first to build a sports business, create an investment bank, launch a venture fund, found technology start-up companies, establish a philanthropic arm, build a business in China, and form a brand marketing services division, among other innovations. Named Most Valuable Sports Agency by Forbes for eight consecutive years, CAA represents more than 2,000 of the world’s top athletes in football, baseball, basketball, hockey, soccer, in addition to coaches, on-air broadcasters, and sports personalities and works in the areas of broadcast rights, corporate marketing initiatives, social impact, and sports properties for sales and sponsorship opportunities. Founded in 1975, CAA is headquartered in Los Angeles, and has offices in New York, Nashville, Memphis, Chicago, Miami, London, Munich, Geneva, Stockholm, Shanghai, and Beijing, among other locations globally.

 

The Role

The Speakers Department Coordinator will report to an Executive(s) responsible for the department’s contracts, procurement, operations, and accounting processes. The Coordinator will support a high-volume speaking business by drafting, editing, and executing speaking agreements, coordinating client vendor setups with buyers, and tracking incoming funds and payment schedules. This role will work closely with internal offices, client teams, managers, buyers, and accounting to ensure agreements and payments are completed accurately and promptly. The Speakers Department works across CAA and represents a diverse range of talent and thought leaders for speaking engagements and personal appearances, including athletes, content creators, authors, business speakers, subject-matter experts, and other prominent personalities.

 

Responsibilities

• Support contracts, procurement, and financial processes for a high volume of confirmed speaking engagements and personal appearances
• Draft and distribute speaking agreements and related documents for confirmed engagements as assigned
• Draft and distribute accurate invoices and create detailed booking reports according to agreement terms and relevant client / buyer details
• Support the team in reviewing, editing, and redlining agreements
• Run comparisons on various documents and agreements
• Procure and distribute electronic signatures on agreements

• Maintain a detailed tracking database for each agreement as assigned, including contract and payment status
• Work closely and communicate effectively with internal offices, client teams, managers, and other stakeholders to obtain client materials and information needed for agreements and payment

• Monitor payment schedules; responsible for obtaining timely and precise payments and contribute in tracking monies owed for each engagement
• Accurately complete vendor setups and supplier registrations within various buyer accounting and procurement systems
• Provide support across the department for billing and payment matters and liaise directly with Accounting as needed
• Perform effectively and accurately with accounting and payment platforms, including systems such as Ariba, Coupa, PaymentWorks, and Bill.com
• Maintain accurate and up-to-date records for clients, agreements, payments, and related documentation
• E-file a high volume of documents and correspondence on a regular basis
• Assist in further implementation of effective contract administration and document management processes
• Effectively handle multiple projects at once
• Other duties as assigned

 

Key Attributes

• Highly organized, detail oriented, and able to manage a high volume of time-sensitive work

• Sense of urgency and strong follow-through
• Recognize contractual / payment issues and identify the appropriate actions to be taken
• Ability to handle confidential information discreetly and with sensitivity
• Ability to exercise good judgment and discretion, and take initiative
• Ability to navigate ambiguity with ease and very context-aware
• Demonstrate learning agility and adaptability; be able to improve and evolve approach, systems or responses where necessary
• Ability to keep on schedule with timely follow ups and time sensitive information
• Have a positive, can-do attitude and work collaboratively within a team environment and with other colleagues
• Strong customer service skills
• Experience in e-signature applications (i.e. Adobe, DocuSign)

• Ability to manage multiple on-going matters at once by multi-tasking and prioritizing tasks effectively in a fast-paced environment

 

Qualifications

• Bachelor’s degree required
• 2+ years of experience as a paralegal, contracts coordinator, procurement, operations, accounting or in a similar role
• Experience drafting, reviewing, editing, or redlining contracts
• Procurement experience is a plus
• Background or demonstrated interest in contract management, finance, accounting, accounts receivable, or payment processes is preferred
• Experience with vendor setups, ACH forms, payment platforms, or accounting systems is a plus
• Familiarity with platforms such as Ariba, Coupa, PaymentWorks and Bill.com is a plus
• Strong proficiency in Microsoft Office applications (Word, etc.)
• Adobe Acrobat experience preferred
• Excellent written and verbal communication skills

Location

This role will be on-site, located in our Los Angeles office.

Compensation

The annual base salary range for this position is as follows:

Los Angeles, CA - $23.00/hr - $29.00/hr

This position is also eligible for benefits and a discretionary bonus. Ultimately, the salary may vary based upon factors including, but not limited to, relevant experience, time in the role, business sector, and geographic location, among other criteria.

Benefits

At CAA, we offer a competitive compensation and benefits* package for all regular full-time employees:

Benefits where the company pays 80%-100% of the cost include:

• Medical

• Basic Life and AD&D Insurance

• Telemedicine

• Employee assistance and mental health counseling in person, virtually or through text

• Paid Vacation / Holidays

• Paid Sick Time

• Paid Parental Leave and Other Paid Leaves of Absence

• NICU leave

• Bereavement resources

• Adoption Benefits

• Educational Assistance

• Mental Health Resources

• Employee Assistance Plan

• Employees may also elect to participate in voluntary benefits

• Dental, Vision Insurance

• 401K Plan

• Flexible Spending Accounts (Health Care and Dependent Care)

• Health Savings Account

• Voluntary Life and AD&D Insurance 
  

Employee Perks

• Commuter Benefits 

*Benefits offered also include other statutory mandated benefits

Please provide complete and legible information.  An incomplete application may affect your consideration for employment.

Creative Artists Agency, LLC (the “Company”) is committed to a policy of Equal Employment Opportunity and will not discriminate on the basis of race (inclusive of traits historically associated with race, including hair texture and protective hairstyles), color, religion, creed, gender or sex (including pregnancy, childbirth, breastfeeding or related medical conditions), national origin, ancestry, age, physical disability, mental disability, medical condition, genetic information, family and medical care leave status, military or veteran status, marital status, family status, sexual orientation, gender identity, gender expression, political affiliation, an employee’s or their dependent’s reproductive health decision making (e.g., the decision to use or access a particular drug, device or medical service), or any other characteristic protected by applicable law.

The absence of a permanent address is not a bar to employment. The Company does not discriminate against individuals based on housing status, including the absence of a fixed address.

The Company also complies with the Americans with Disabilities Act and applicable state and local laws with regard to providing reasonable accommodation for qualified individuals with disabilities.

CAA does not accept unsolicited resumes from third-party recruiters unless they were contractually engaged by CAA to provide candidates for a specified opening. Any such employment agency, person or entity that submits an unsolicited resume does so with the acknowledgement and agreement that CAA will have the right to hire that applicant at its discretion without any fee owed to the submitting employment agency, person or entity.