Speaker Programs & Contracts Coordinator

caa; Los Angeles (CA); On-site; USD 50,000 - 51,000; Full time

Benefits offered by this job

Medical insurance

Telemedicine

Paid vacation & holidays

Parental leave

Job summary

Creative Artists Agency (CAA) is seeking a Speakers Department Coordinator to support contracts, procurement, and accounting for a high-volume speaking engagements program. You will draft, edit, and execute speaking agreements, coordinate vendor setups, and track payments with internal teams to ensure timely settlements.

You will work with multiple stakeholders, maintain detailed records in Asana, and assist with invoices, ACH forms, and payment platforms.

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.

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

Skills

Contract drafting

Contract review

Time management

Multitasking

Interpersonal skills

Communication skills

Attention to detail

Education

BA/BS from an accredited university

Tools

Ariba

PaymentWorks

Bill.com

Asana

Microsoft Word

Adobe Acrobat Pro

Job description

Creative Artists Agency (CAA) is seeking a Speakers Department Coordinator to support contracts, procurement, and accounting for a high-volume speaking engagements program. You will draft, edit, and execute speaking agreements, coordinate vendor setups, and track payments with internal teams to ensure timely settlements.

You will work with multiple stakeholders, maintain detailed records in Asana, and assist with invoices, ACH forms, and payment platforms.