Commercial Endorsements  Contracts Administrator

CAA Club Group•Los Angeles, CA

5d•Onsite

About The Position

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, licensing, 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. The Role Based in CAA’s Los Angeles, California office, the Commercial Endorsements Contracts Administrator will work to service the needs of our Commercial Endorsements Department. The Commercial Endorsements team finds opportunities for CAA clients to partner with brands, startups, ad agencies, and other buyers. We make sure that every opportunity, from traditional advertising to digital media, PR, and activations, enhances the client’s personal brand.

Requirements

Strong academic background: Bachelors’ degree, law degree, or paralegal certificate
1 – 4 years’ experience at a law firm and/or in-house legal department ideally with experience in contracting and related transactions; if no experience, a general interest in learning about branding and commercial endorsements industry is vital
Excellent written and oral communication skills
Strong organizational skills and attention to detail/accuracy
Ability to manage time effectively, multitask in fast paced environment, take instruction but also work independently to meet demands of organization
Demonstrate flexibility to support business with shifting priorities and ability to handle privileged, confidential and sensitive information in an appropriate and professional manner
Proficiency in Microsoft Office (Outlook, Word, Excel) and Adobe Acrobat
Experience with and understanding of client services (Entertainment Industry experience preferred)
Desire to be part of an organization that values teamwork and taking care of each other
Passion for creative problem solving and solutions.

Nice To Haves

Entertainment Industry experience preferred

Responsibilities

Manage buyer grids - Notating/organizing all deals by buyers
Maintain and update templates and boilerplate clauses in contracts using pre-approved language
Work cross functionally with music/digital departments as well as data team to gather information from other department coordinators to proactively identify and escalate any potential conflicts with endorsement deals, to the appropriate agents and Business Affairs Executives
Manage fully executed deals – serve as bookkeeper of all FEA; establish tracking database and operational system to record all executed deals and track down missing deal information as needed
Roster - inserting/deleting current deals of all roster clients
Respond promptly to all requests from agents or BA executives to prepare drafts and review agreements using existing templates and customize language as appropriate for each situation.
Due to the nature of the work, the individual in this role must have the ability and flexibility to respond to urgent contract requests outside of regular business hours, including on evenings and weekends, when needed
Spend about 20% of time providing general administrative support to the commercial endorsement executives (preparing expense reports, scheduling meetings, calendar management, answering phones, and performing other related administrative tasks and special projects as assigned.
Ensure the commercial endorsements exclusivity grid remains up to date to ensure agents have accurate information on which clients are available to enter into agreements by category.
Requires management of a heavy volume of deal tracking that must be accurate and always kept up to date
Keep track of the status of all offers (across all business affairs and all agents), including proactively following up with agents and coordinators in other departments to ensure all contracts are entered into the commercial endorsements exclusivity database to ensure any potential conflicts can be identified and resolved proactively
Coordinate with General Counsel on NDA requests; act as liaison between General Counsel and buyer to ensure all questions or changes to contractual terms and conditions are resolved
Draft escrow agreements, based on legal department approved templates, send agreements to appropriate parties for execution, and ensure client contact information is up to date
Act as internal and external point of contact for deal related inquires relating to contract language in agreements and escalate to the appropriate Commercial Endorsements executive when needed
Support team efforts towards organizational efficiency by developing, maintaining and updating contract management systems and charts, organizing e-files, and managing document storage systems
Other various related tasks and special projects as assigned, including general administrative support