Associate, Contract Administrator (Part-Time, Temporary)

• Serve as the primary point of contact for tracking and verifying all contract deliverables for artists agents teaching artists and vendors.
• Ensuring integrity of contract management application with timely accurate information.
• Maintain organized digital and physical files for each engagement ensuring compliance with institutional policies and deadlines.
• Coordinate with internal departments to confirm the receipt and completion of key materials such as:
  • Certificates of insurance and liability waivers
  • Marketing materials (bios photos credits press assets)
  • Technical riders and hospitality requirements
  • Accounting documentation (W-9s ACH information tax forms)
  • Show-related deliverables outlined in artist agreements

• Liaise with Marketing Finance and Production to ensure compliance with artist contract and technical riders and all deliverables are communicated and received according to timeline.
• Work with the Finance Department to confirm that artist payments align with contract terms and documentation requirements and assisting with the preparation of MA Performing Artist Withholding tax returns.
• Partner with the Marketing team to ensure timely access to promotional materials and artist approvals.
• Support the Director of Production in maintaining contract compliance logs and engagement summaries.
• Support Education Department in contract management for its teaching artists and other vendors.

• Update and maintain internal tracking tools for contract deliverables and artist communication.
• Generate weekly status reports to identify outstanding items and follow up with agents or managers as needed.
• Assist in the improvement of workflow documentation and contract compliance systems.

• At least 23 years of experience in arts administration event coordination or a related administrative role.
• The ability to multitask set priorities and independently manage workload in a fast-paced environment
• A strong aptitude for organization and precision; outstanding planning and time management skills
• Excellent written and verbal communication skills.
• Mature interpersonal skills; a talent for diplomacy; a builder of respectful and collaborative professional relationships
• Proficiency in Microsoft Office and Google Workspace; familiarity with CRM or contract-tracking software a plus.
• Ability to work independently and collaboratively in a team-oriented environment.
• Interest in performing arts and alignment with The Zeiterions mission and values.

• Experience working with performing arts contracts or artist management.
• Understanding of insurance licensing and compliance documentation.
• Familiarity with nonprofit arts operations and production workflows.
• In addition to English multilingual Spanish Portuguese Kriolu (Cape Verdean Creole) Haitian Creole or Kiche.

• Brings a spirit of curiosity creativity and openness
• Communicates with clarity honesty and care
• Thrives in a collaborative relationship-centered team
• Shares our commitment to equity inclusion and anti-racism
• Is excited to learn grow and imagine new ways forward

• Imagination We encourage creative problem-solving and fresh ideas from every level of the organization.
• Connection We work with empathy and respect building strong relationships across teams.
• Equity We actively address inequities in our systems and strive for inclusive representation in all we do.
• Transparency We communicate openly share information proactively and make decisions with integrity.
• Discovery We support risk-taking and learning from mistakes as essential parts of growth.

TO APPLY

Applications will be reviewed on a rolling basis until the position is filled. To be considered please submit:

1. Your resume
2. A brief cover letter expressing your interest in the role

We deeply value working with individuals from a rich mix of backgrounds experiences and perspectives. We believe this diversity strengthens our institution and enriches our community. While weve outlined the qualifications and experience that we think will help someone thrive in this role we also recognize that talent comes in many forms. If your background doesnt perfectly align with every requirement we still encourage you to apply - your unique perspective might be exactly what we need.