Contracts Administrator I

Contracts Administrator I

Location: Culver City, CA 90232 Pay rate: $35.00 - $38.25/hr Work schedule: Hybrid structure with a flexible schedule, 40 hours per week (5 days). No overtime, weekend, or on-call hours are expected.

Overview

The West Coast Business Affairs Contracts Administrator handles multiple core administrative, tracking, and licensing duties in support of the Business Affairs Team. This team directly oversees Credits, Talent Tracking, and Clip Licensing for premium HBO, Max, and Turner titles. Operating in the middle of the action, the administrator interacts continuously with showrunners, producers, post-producers, entertainment guilds, film commissions, and external vendors. The role offers an exceptional entry point for a collaborative, social, and problem-solving professional looking to work alongside senior leaders with decades of industry experience.

Job Specifications

Key Responsibilities

• Clip & Asset Licensing: Under supervision, receive, track, and process internal and external requests for company-owned clips, stills, screenings, and intellectual property. Guide external licensees through the end-to-end clearance process, ensure compliance with established studio protocols, and obtain necessary internal approvals.
• Contract Drafting & Management: Draft formal clip license agreements, coordinate getting them fully executed (FE) by all participating parties, authorize and track incoming or outgoing payments, and handle the final transfer of media assets to the licensee.
• Data Log Maintenance: Maintain and update the centralized licensing Smartsheet database to track in-progress and fulfilled requests. Log fully executed agreements and route them to the permanent document archive.
• Executive Administrative Support: Provide high-level administrative assistance to three busy executives, including calendar scheduling, tracking tight business deadlines, and setting up Show Talent Obligations Memos.
• Archive & System Management: Update and manage the archive of License Agreement Templates, standard rate sheets, workflow memos, contact lists, and credit packets. Continuously update internal FAQ databases and company practice documentation.
• Cross-Departmental Collaboration: Coordinate closely with internal legal attorneys, production/post-production staff, marketing, and publicity teams to secure licensing and credit approvals. Assist with tracking guild requirements and managing series credit processes.

Must Have Skills / Requirements

• Domain Experience: 2+ years of professional experience working within a licensing department, an executive or administrative assistant capacity, or a production/post-production environment.
• Industry Acumen: Prior experience working directly within the Media & Entertainment vertical. A functional foundational understanding of copyright law, entertainment contracts, and production processes is required.
• Technical Platform Competency: Professional proficiency with Smartsheet and Microsoft Excel for data entry, database tracking, and reporting. Strong competence using Microsoft Word to edit templates and contracts.
• Professional Attributes: Exceptionally organized, detail-oriented, and dynamic personality with strong interpersonal and communication skills. Demonstrated sensitivity to talent relations issues, a professional attitude, and the ability to pivot priorities across multiple concurrent projects.

Preferred Qualifications (Nice to Have)

• Familiarity or experience with Litera contract software.
• A passion for premium entertainment properties and HBO Max intellectual property.

Education & Experience

• Experience: 2+ years of relevant experience. Former corporate interns are eligible for consideration provided they possess the required skill set.
• Education: No formal degree is required; a Bachelor of Arts or Bachelor of Science (BA/BS) degree is a plus.

Benefits (employee contribution): Health insurance Health savings account Dental insurance Vision insurance Flexible spending accounts Life insurance Retirement plan All qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran. We also consider qualified applicants regardless of criminal histories, consistent with legal requirements. Pursuant to applicable state and municipal Fair Chance Laws and Ordinances, we will consider for employment-qualified applicants with arrest and conviction records. For Los Angeles, CA applicants: Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.