Executive Assistant / Contract Administrator

Westside Talent Agency is seeking a highly organized, proactive, and detail-oriented Executive Assistant / Contract Administrator to provide high-level administrative support to agency leadership while overseeing contract administration and coordination across the organization.

This hybrid role requires discretion, sound judgment, exceptional organizational skills, and the ability to thrive in the fast-paced, deadline-driven environment of the entertainment industry. The ideal candidate will serve as a trusted partner to an executive while managing the administrative lifecycle of contracts and agreements, including preparation, coordination, tracking, execution, recordkeeping, and ongoing administration. This individual must be comfortable managing competing priorities, handling confidential information, coordinating complex schedules, and communicating professionally with talent, agents, attorneys, clients, and external business partners.

Responsibilities
Executive & Administrative Support
- Provide comprehensive administrative support to executives, including calendar management, meeting coordination, travel arrangements, expense reports, and day-to-day office operations.
- Manage complex and frequently changing schedules while anticipating conflicts and prioritizing time-sensitive matters.
- Coordinate internal and external meetings, prepare agendas and materials, and ensure timely follow-up on action items.
- Draft, proofread, and manage professional correspondence, reports, presentations, and confidential communications.
- Serve as a primary point of contact for executives, maintaining professional relationships with agents, talent, attorneys, clients, studios, production companies, and other industry partners.
- Organize and maintain electronic and physical files, records, contact lists, and confidential documentation.
-Track deadlines, outstanding requests, and deliverables to ensure timely completion of executive and departmental priorities.
- Support special projects, internal initiatives, and other operational needs as required.

Contract Administration & Coordination
- Coordinate the preparation, review, processing, distribution, and execution of contracts, agreements, amendments, releases, and other business documents.
- Administer and track talent representation agreements, independent contractor agreements, confidentiality agreements, and other agency-related contracts.
- Maintain accurate and organized contract files, databases, signature records, and electronic document management systems.
- Monitor contract deadlines, renewal dates, expiration dates, options, and other critical milestones, proactively communicating upcoming requirements to relevant stakeholders.
- Coordinate contract circulation, revisions, approvals, signature collection, and follow-up with internal departments and external parties.
- Work closely with agents, executives, business affairs, legal personnel, and outside counsel to facilitate the contract administration process.
- Maintain contract status reports and tracking systems to provide visibility into outstanding agreements, pending signatures, and completed documentation.
- Assist with the administration of corporate records, compliance documentation, insurance certificates, and other business-related documentation.
- Ensure contracts and related records are properly organized, executed, distributed, and retained in accordance with company procedures.
- Identify missing information, incomplete documentation, and administrative discrepancies, escalating issues to the appropriate internal stakeholders.
- Help maintain confidentiality and appropriate access controls for sensitive legal, financial, personnel, and talent-related information.
- Provide general contract and business affairs administrative support while ensuring that legal interpretation, legal advice, and substantive legal decisions remain with licensed counsel.

Qualifications
- Bachelor's degree or equivalent combination of education and relevant professional experience preferred.
- Prior experience as an executive assistant, contract administrator, contract coordinator, legal assistant, or in a similar administrative or contract-focused role.
- Experience in a talent agency, entertainment law firm, management company, production company, studio, or related entertainment business preferred.
- Familiarity with contract administration, agreement tracking, document management, signature processes, and business affairs procedures.
- Understanding of common entertainment industry agreements and contract workflows preferred.
- Exceptional organizational skills and meticulous attention to detail.
- Excellent written and verbal communication skills.
- Strong proficiency in Microsoft Office, particularly Outlook, Word, and Excel, as well as electronic document management and e-signature platforms.
- Ability to handle confidential information with discretion, professionalism, and sound judgment.
- Strong interpersonal skills and the ability to work effectively with individuals at all levels of an organization.
- A proactive, solutions-oriented mindset and a willingness to take ownership of responsibilities