About Careertakes

👉 Important disclosure: Careertakes is a third-party recruiting platform supporting this hiring process. If selected, you will be employed directly by our client, Creative & Design.

Applicants for this role may also receive access to additional matched opportunities through the Careertakes platform.

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Role overview

Confidential Client is seeking a Coordinator to provide administrative support to Business & Legal Affairs and A&R administration for recorded music and live events. This is a full-time, on-site role based in New York, NY. The position is global in scope and requires frequent collaboration with colleagues across time zones. The listed base pay is $50,000 per year (New York pay range: $50,000 - $50,000 USD).

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What You’ll Do

• Manage core administrative needs for Business & Legal Affairs, including:
  • Circulating contracts internally and externally for execution
  • Creating and maintaining Adobe Sign workflows to secure deal memo approvals
  • Mailing hard copies of notices when required
  • Ensuring fully executed contracts and important documents are submitted to records and uploaded to the CARMA database
  • Generating reports, spreadsheets and presentations for internal stakeholders and external partners
• Coordinate across A&R, Business & Legal Affairs, Finance, Marketing, Royalties, JV Accounting, Release Planning, and external contacts to administer artist contracts, licenses and legal documents
• Administer A&R-related budgets and review artist agreements to assess contractual obligations
• Assist with creation of royalty accounts and liaise with release planning to ensure proper sub-project code setups
• Help manage union obligations related to releases and book studio and travel for Artist Services
• Assist with ad hoc reporting for internal and external needs
• Communicate with artist attorneys, managers and vendors concerning contracts, payments and tax information
• Support day-to-day project administration, including:
  • Tracking project payments and budgets
  • Creating recording and marketing budgets and distinguishing recoupable vs. non-recoupable costs
  • Issuing purchase orders and facilitating prompt invoice payment
  • Reconciling corporate "ghost" cards and setting up vendors and portal access
• Work with live-event teams to create budgets, process expenses, onboard customers and vendors, and prepare billing/wire transfers

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Who you are

• Bachelor’s degree or equivalent experience required
• 1+ years of entertainment industry experience (including internships/extracurriculars) preferred — especially in business & legal affairs, marketing, communications, or business administration
• Highly organized, analytical, detail-oriented, with exceptional follow-up and time-management skills
• Able to manage multiple priorities in a fast-paced, global environment and across multiple time zones
• Excellent written and verbal communication skills
• Proficient in Microsoft Office (Word, Excel, Outlook, PowerPoint) and Adobe Sign
• Familiarity with Adobe Creative Cloud (Photoshop, Premiere, Illustrator, InDesign) or equivalent is a strong plus (light photo/video editing helpful)
• Interest in music, live events, gaming, film, theater, anime and pop culture is advantageous
• Professional, confident, positive and calm demeanor; a proactive team player who can also take initiative independently
• Comfortable accepting changing responsibilities and adapting in a dynamic environment

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What we give you

• A collaborative, inclusive global community where you can apply your passion every day
• A modern office environment designed for creativity and teamwork
• Competitive benefits package including medical, dental, vision, life & disability coverage, and 401(k) with employer matching
• Voluntary benefits such as identity-theft protection, mental-health resources, fertility coverage, paid parental/caregiver leave, subsidized backup care, and reimbursements for adoption, surrogacy, tuition, and student loans
• Investment in professional growth and development
• Time off for a winter recess

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Equal Opportunity & Hiring Transparency

Careertakes and our client are Equal Opportunity Employers committed to building a diverse and inclusive workforce. We prohibit discrimination or harassment of any kind. To support a fair and efficient hiring process, AI tools may be used to assist with application review or resume screening. These tools do not replace human decision-making. Final hiring decisions are made by people.

If you have questions about how your data is used, please contact us directly.