Job Description

Responsibilities and duties:

• Manage the day-to-day administrative operations for author and talent engagements, including contracts, onboarding, invoices, payments, and related documentation.
• Coordinate contracts and agreements from initiation through execution, partnering with Legal, Editorial, Finance, and external representatives to ensure timely completion and follow-up.
• Develop and maintain efficient processes for author and talent setup, payment, invoicing, and other recurring financial workflows.
• Serve as the central point of contact for operational questions related to author and talent engagements, coordinating information and documentation across internal teams and external partners.
• Maintain accurate, organized records of contracts, contact information, payment details, invoices, and other key author and talent data.
• Manage the intake, processing, tracking, and reconciliation of invoices and payments, working with Finance to resolve discrepancies, delays, and outstanding items.
• Own operational trackers and reporting systems, ensuring data integrity and providing regular reporting and updates on contracts, payments, expenses, milestones, deadlines, and other key activities.
• Monitor contractual and operational milestones, proactively flagging upcoming deadlines, outstanding obligations, and issues requiring attention.
• Partner cross-functionally with Editorial, Finance, Legal, Production, Marketing, and other teams to keep operational workflows on track and resolve issues efficiently.
• Identify opportunities to streamline processes, improve systems, and increase operational efficiency as the imprint grows.

Requirements:

• 4+ years of experience in publishing, entertainment, media, talent management, or a related operational/business environment.
• Strong organizational and project-management skills, with exceptional attention to detail.
• Experience managing multiple workflows, deadlines, and stakeholders simultaneously.
• Experience with invoices, payments, contracts, or other administrative financial processes.
• Strong proficiency with spreadsheets and databases; experience with tools such as Microsoft Office, Google Sheets or similar platforms.
• Excellent written and verbal communication skills.
• Ability to communicate professionally and effectively with authors, agents, managers, vendors, and internal stakeholders.
• Strong follow-through and a proactive approach to identifying and resolving outstanding issues.
• Ability to handle confidential information with discretion.
• Comfortable working independently while collaborating closely with a cross-functional team.
• Interest in and familiarity with the publishing industry and the business of books is strongly preferred.

For a further discussion or to find out more, contact Amit Kumar on (909) 870-3400 or apply now.

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