Speakers - Coordinator

CAA Club Group; Los Angeles (CA); On-site; USD 68,770,000 - 70,202,000; Full time

Benefits offered by this job

Medical

Vacation / Holidays Paid

Telemedicine

Professional development support

Job summary

Creative Artists Agency, LLC (CAA) seeks a Speakers Department Coordinator to support high-volume speaking engagements by drafting, editing, and executing speaking agreements and coordinating buyer/vendor setup in Los Angeles. You will track payments, manage client materials, and work with internal teams to ensure timely execution of contracts and payments.

Responsibilities include drafting contracts, maintaining tracking databases, creating invoices, and coordinating ACH documentation.

Qualifications

• BA/BS from an accredited university or college, or equivalent work experience.
• 1–2 years of experience as a paralegal, contracts coordinator, or in a similar role.
• 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 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.
• Interest in contracts, legal processes, or pursuing a future legal education is a plus.

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

Excellent written and verbal comms

Highly organized

Detail oriented

Multitasking

Interpersonal and customer service

Prioritization in fast-paced env

Education

BA/BS from accredited university or equivalent experience

Tools

Microsoft Word

Adobe Acrobat Pro

Job description

Job Description

Who We Are

Creative Artists Agency (CAA), is the world’s leading full service entertainment, media, and sports agency. We represent many of the most successful professionals working in television, film, music, theatre, video games, sports, and digital content. We also provide a range of strategic and marketing consulting services to corporate clients.

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. The Speakers Department works across CAA and represents a diverse range of talent and thought leaders for speaking engagements and personal appearances, including athletes, content creators, authors, business speakers, subject-matter experts, and other prominent personalities.

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.

Compensation

The annual base salary range for this position is as follows:

Los Angeles, CA - $24 - $24.50

This position is also eligible for benefits and a discretionary bonus. Ultimately, the salary may vary based upon factors including, but not limited to, relevant experience, time in the role, business sector, and geographic location, among other criteria.

Benefits

At CAA, we offer a competitive compensation and benefits* package for all regular full-time employees:

Benefits where the company pays 80%-100% of the cost include:

• Medical
• Basic Life and AD&D Insurance
• Telemedicine
• Employee assistance and mental health counseling in person, virtually or through text
• Paid Vacation / Holidays Paid
• Sick Time
• Paid Parental Leave and Other Paid Leaves of Absence
• NICU Leave
• Bereavement Resources
• Adoption Benefits
• Educational Assistance
• Mental Health Resources
• Employee Assistance Plan

Please provide complete and legible information. An incomplete application may affect your consideration for employment.

Creative Artists Agency, LLC (the “Company”) is committed to a policy of Equal Employment Opportunity and will not discriminate on the basis of race (inclusive of traits historically associated with race, including hair texture and protective hairstyles), color, religion, creed, gender or sex (including pregnancy, childbirth, breastfeeding or related medical conditions), national origin, ancestry, age, physical disability, mental disability, medical condition, genetic information, family and medical care leave status, military or veteran status, marital status, family status, sexual orientation, gender identity, gender expression, political affiliation, an employee’s or their dependent’s reproductive health decision making (e.g., the decision to use or access a particular drug, device or medical service), or any other characteristic protected by applicable law.

The absence of a permanent address is not a bar to employment. The Company does not discriminate against individuals based on housing status, including the absence of a fixed address.

The Company also complies with the Americans with Disabilities Act and applicable state and local laws with regard to providing reasonable accommodation for qualified individuals with disabilities.

CAA does not accept unsolicited resumes from third-party recruiters unless they were contractually engaged by CAA to provide candidates for a specified opening. Any such employment agency, person or entity that submits an unsolicited resume does so with the acknowledgement and agreement that CAA will have the right to hire that applicant at its discretion without any fee owed to the submitting employment agency, person or entity.