Administrative Coordinator - Legal

Administrative West Hollywood, California


Administrative Coordinator - Legal

Whalerock Industries is currently looking for an experienced Administrative Coordinator to provide support to our Legal Affairs and Business Development departments. The successful candidate will have meaningful prior experience in a legal affairs, business affairs or other law department setting. They will be highly organized, self-motivated, quick thinking, flexible and able to juggle multiple tasks. He or she enjoys and thrives in a fast-paced, challenging, and dynamic environment. This position will provide administrative support for our Head of Legal and Head of Business Development, and their respective teams. The ideal candidate … 


  • Create, update and track spreadsheets for deal terms, option pick-ups, rights management, and other key action items
  • Provide contract administration, including handling contract execution, electronic and paper filing and database management
  • Field calls, organize daily calendars and manage phone sheet
  • Schedule meetings and greet guests/partners
  • Handle project files, administrative tasks for the departments and submissions for assigned executive(s)
  • Manage executives’ phones, facilitate inter-departmental meetings and communication
  • Coordinate travel arrangements and process expense reports
  • Assist in business-related research & projects, as assigned
  • Represent the departments and the company to external partners in a professional manner
  • Handle other matters as assigned in an efficient, timely and professional manner
  • Be back up for front desk coverage


  • Comfortable with receiving direct feedback and offering the same, in a professional, composed manner
  • Extremely detail-oriented, and has impeccable follow-through
  • Proactive - always three steps ahead of the needs of the Executives
  • Able to juggle multiple projects on tight deadlines
  • Excellent at time management and highly organized
  • Driven and likes to take initiative
  • Trustworthy and discreet – confidentiality and discretion are a must
  • Someone who can work collaboratively throughout an organization
  • Familiar with and enjoys contracts management and similar legal organizational tasks
  • Has demonstrably strong written and reading comprehension skills


  • 3-5 years of relevant work experience in an entertainment/digital media or comparable intellectual property-based company
  • A Bachelor’s Degree
  • Proficiency in Word, Powerpoint, Excel, Outlook, Keynote
  • Excellent interpersonal, verbal, and written communication skills