Coordinator, Ad Sales Business & Legal Affairs

FOX

A SNAPSHOT OF YOUR RESPONSIBILITIES

Document Management: 

• Manage electronic signature process, distribution, and filing for agreements, letters, and forms
  
• Assist with versioning and comparing of documents and generating/organizing team redlines, as needed
  
• Organize and monitor department inbox and document tracking workspace within proprietary filing software/database
  

Scheduling: 

• Manage and coordinate team calendars
  
• Schedule meetings and conference calls, often for multiple participants across time zones with varying schedule requirements (including securing conference rooms)
  
• Create meeting agendas and circulate meeting materials
  

Tracking and communicating to the team any company-wide events and policy updates

General administrative duties: 

• Attend meetings and take notes, as requested
  
• Proofread various documents and emails
  
• Draft routine letters /emails and other correspondence
  
• Manage continuing education logs and compliance reports
  
• Work with other members of the executive assistant team on general office projects and trainings
  

Travel Booking and Expenses: 

• Arrange and confirm travel
  
• Manage and submit expense reports
  

WHAT YOU WILL NEED: 

• 1–3 years of experience in an administrative, legal, contracts, or business support role
  
• Experience in preparing, tracking, and organizing documents, including electronic signature processes
  
• Excellent attention to detail and follow-through, especially when handling contracts and confidential materials
  
• Strong organizational skills with the ability to manage high-volume document workflows accurately and efficiently
  
• Strong written and verbal communication skills, with comfort interacting across teams and time zones
  
• Proficiency in Microsoft Office (Outlook, Word, Excel) and comfort with learning new systems and databases
  
• Ability to prioritize multiple tasks, meet deadlines, and adapt in a fast-paced environment
  
• Professional discretion when handling sensitive business and legal information
  

NICE TO HAVE BUT NOT A DEALBREAKER: 

• Prior experience supporting attorneys, legal teams, or Ad Sales organizations
  
• Experience coordinating calendars and meetings for executives or cross-functional teams
  
• Experience with document management systems or proprietary legal databases
  
• Familiarity with contract types related to media, advertising, or digital partnerships
  
• Exposure to electronic signature platforms (e.g., DocuSign or similar tools)
  
• Bachelor’s degree or equivalent professional experience