Speaker Department Coordinator

This is a Full Time Job

Job Description

The Role

The Speakers Department Coordinator will report to an Executive responsible for the department's contracts, procurement, and accounting processes. The Coordinator will support a high-volume speaking business by drafting, editing, and executing speaking agreements, coordinating buyer and vendor setup, 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.

Responsibilities
• Support contracts, procurement, and financial processes for a high volume of confirmed speaking engagements and personal appearances
• Draft speaking agreements and related contracts for confirmed engagements
• Review, edit, and redline agreements as needed
• Accurately maintain a detailed tracking database (via Asana) for all agreements and payment status
• Work with internal offices, client teams, managers, and other stakeholders to obtain client materials and information needed for agreements and payment
• Create invoices and assist in tracking monies owed for each engagement
• Monitor payment schedules and follow up with buyers to ensure payments are made according to agreed-upon terms
• Create booking reports for each agreement/event, noting event date, commission, payment details, and other relevant information
• Assist with vendor setup and registration within various buyer accounting and procurement systems
• Complete and coordinate ACH forms and other documentation required for buyers to establish payment information in their systems
• Provide support across the department for billing and payment matters and liaise directly with Accounting as needed
• Assist with accounting and payment platforms, including systems such as Ariba, PaymentWorks, and Bill.com
• Maintain accurate and up-to-date records for clients, agreements, payments, and related documentation
• Effectively handle multiple projects at once
• Other duties as assigned

Qualifications
• BA/BS from an accredited university or college, or equivalent work experience, required
• 1-2 years of experience as a paralegal, contracts coordinator, or in a similar role, or strong interest in contracts/paralegal work
• Experience drafting, reviewing, editing, or redlining contracts strongly preferred
• Procurement experience is a plus
• Background or demonstrated interest in contract management, finance, accounting, accounts receivable, or payment processes is a plus
• Experience with buyer/vendor setup, ACH forms, payment platforms, or accounting systems is a plus
• Familiarity with platforms such as Ariba, PaymentWorks and Bill.com is a plus
• Strong proficiency in Microsoft Word; Adobe Acrobat Pro experience preferred
• Excellent written and verbal communication skills
• Highly organized, detail oriented, and able to manage a high volume of time-sensitive work
• Ability to multitask, prioritize, and constantly reprioritize in a fast-paced environment
• Strong follow-through and sense of urgency
• Strong interpersonal and customer service skills
• Ability to manage multiple on-going matters at once by multi-tasking and prioritizing tasks effectively
• Interest in contracts, legal processes, or pursuing a future legal education is a plus

Location

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