Contracts And Operations Assistant

Area/Department: Administration

Supervisory Responsibility: No

Employment Status: Regular Full-Time

Salary: $37,000 plus benefits, phone stipend and competitive vacation package

Location: Hybrid – remote & in-person, Toronto, Liberty Village

Commission Eligible: N/A

Position Purpose:

CookeMcDermid is one of Canada’s leading literary agencies, with offices in Liberty Village, Toronto, representing many bestselling and internationally known writers and media figures. We are looking for a bright, detail-oriented, positive, hard-working, and level-headed Contracts and Operations Assistant to join our vibrant team. The ideal candidate will be one whose interests lie in learning about the intersection of contracts, finance, and business operations, and it should be noted that this position will not involve reading manuscripts or editorial work.

Responsibilities include, but are not limited to:

Contracts

• Create and maintain records on a variety of contracts in the agency’s systems, including inputting, updating, and tracking all key details and dates in Salesforce
• Complete contractual paperwork according to template and coordinate for signature, including but not limited to client agreements, publishing contract addenda, rights reversions, and letters of termination
• Work in conjunction with agents and Contracts Manager to update client business matters with particular emphasis on active negotiations
• Act as communication hub between CMD and publishers, producers, clients, suppliers, contractors, and companies
• Process permission requests, including negotiating fees, securing author approvals, drafting and executing paperwork
• Future responsibilities may include contract negotiation, with appropriate training

Financials / Payments

• Use the agency’s database to track, and, where necessary, to invoice and to collect payments
• Communicate payment status to internal and external parties
• Create tax exemption letters for the Financial and Contracts departments and assist authors with their own applications
• Receive, process, and disseminate of incoming mail and shipments, including authors’ copies of books
• Manage the security, economics, and timeliness of all outgoing mail
• Provide vendor management and office administration support, including supplies maintenance, and systems maintenance, reporting to the operations department and/or management

Minimum Experience Required

• Minimum of one (1) year of administrative experience

Competencies

• Collaboration
• Problem Solving
• Client Service
• Autonomy
• Self-Development

Skills and Qualifications

• Proficiency with Excel, Outlook, Microsoft suite; experience working with Salesforce an asset
• Strong organizational and communication skills
• Tact, patience, and diplomatic skills in handling the expectations of clients, industry and agency colleagues, as well as vendors
• Ability to pay keen attention to detail, while also seeing the bigger picture
• Ability to remain flexible in the face of shifting requirements and priorities
• Ability to work independently, with some supervision

Language(s)

• Fluency in English (verbal and written)

Working Environment

• This position is Hybrid (remote and in-person). Candidates should have the ability and technical capacity to work from home and be within commuting distance to Toronto offices.

• Hours of work are Monday – Friday, 9:00am – 5:00pm

How to apply:

Please send your cover letter and CV or resume to steffi@tullochconsulting.ca with the subject line: Contracts and Operations Assistant Application by Monday, February 12th.

Please note we will only be contacting applicants who have been selected for an interview.