Ad Sales Business & Legal Affairs Coordinator

This is a Full Time Job

The Coordinator, Ad Sales Business & Legal Affairs will provide administrative/executive support and document management for our team of 2 NY-based and 2 LA-based attorneys.

The Coordinator will need to manage a high volume of documents (preparing and obtaining signatures, internal and external distribution, and filing) for a variety of short-form and long-form agreements related to linear and digital ad sales media buys, branded content and sponsorships, technology and data partnerships, consultants, vendors, events, and other matters. The Coordinator will also track key contract dates, generate internal notifications when required, and interact with other teams across the company (Ad Sales, Finance, Marketing, Creative, and other internal legal teams) to facilitate the communication of critical business and legal information.

The Coordinator will also perform general administrative/executive duties, including managing calendars and scheduling meetings and other events for the department.

A SNAPSHOT OF YOUR RESPONSIBILITIES

Document Management
• Manage electronic signature process, distribution, and filing for agreements, letters, and forms
• Assist with versioning and comparing of documents and generating/organizing team redlines, as needed
• Organize and monitor department inbox and document tracking workspace within proprietary filing software/database

Scheduling
• Manage and coordinate team calendars
• Schedule meetings and conference calls, often for multiple participants across time zones with varying schedule requirements (including securing conference rooms)
• Create meeting agendas and circulate meeting materials
• Tracking and communicating to the team any company-wide events and policy updates

General administrative duties
• Attend meetings and take notes, as requested
• Proofread various documents and emails
• Draft routine letters /emails and other correspondence
• Manage continuing education logs and compliance reports
• Work with other members of the executive assistant team on general office projects and trainings

Travel Booking and Expenses
• Arrange and confirm travel
• Manage and submit expense reports

WHAT YOU WILL NEED
• 1–3 years of experience in an administrative, legal, contracts, or business support role
• Experience in preparing, tracking, and organizing documents, including electronic signature processes
• Excellent attention to detail and follow-through, especially when handling contracts and confidential materials
• Strong organizational skills with the ability to manage high-volume document workflows accurately and efficiently
• Strong written and verbal communication skills, with comfort interacting across teams and time zones
• Proficiency in Microsoft Office (Outlook, Word, Excel) and comfort with learning new systems and databases
• Ability to prioritize multiple tasks, meet deadlines, and adapt in a fast-paced environment
• Professional discretion when handling sensitive business and legal information

NICE TO HAVE BUT NOT A DEALBREAKER
• Prior experience supporting attorneys, legal teams, or Ad Sales organizations
• Experience coordinating calendars and meetings for executives or cross-functional teams
• Experience with document management systems or proprietary legal databases
• Familiarity with contract types related to media, advertising, or digital partnerships
• Exposure to electronic signature platforms (e.g., DocuSign or similar tools)
• Bachelor's degree or equivalent professional experience