Associate, Contract Administrator (Part-Time, Temporary)

Department : Programs
Reports To : Vice President of Programs
Location : Massachusetts, USA | Hybrid/Remote
Salary Range : $21.63 - $26.44/hour
Employment Type :

• Temporary, possibly to Permanent (min 6 months)
• Part-time, approx. 15-20 hours per week
• Non-Exempt

About The Zeiterion
The Zeiterion (The Z) is a nonprofit organization with a mission to steward our historic theater as a gathering place for performing arts experiences where learning, connection, and creative expression thrive. Our work is guided by five core values: Imagination, Connection, Equity, Transparency, and Discovery . These values inform how we deliver on our mission and how we work together every day.

We are committed to cultivating a workplace where all individuals feel respected, valued, and empowered to contribute. As a team member, you’ll be part of a culture that supports creativity, collaboration, continuous learning, and inclusion. Learn more here:

Position Summary
The Contract Administrator Associate plays a vital role in ensuring that all contractual and time-sensitive obligations related to artists, agents, artist management, and presenting partners are fulfilled prior to each engagement. This position serves as a key point of communication with agents and artist representatives, facilitating the exchange of information and materials needed to execute each engagement successfully. Working closely with Program, Production, Marketing, and Finance teams, this position tracks, verifies, and documents the timely completion of deliverables including insurance certificates, W-9s, marketing assets, technical riders, hospitality needs, and other required materials.

The ideal candidate is organized, detail-oriented, and thrives in a collaborative, fast-paced performing arts environment.

Key Responsibilities

Contract Administration

• 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

Cross-Department Collaboration

• 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.

Systems & Reporting

• 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.

Other duties as assigned

Qualifications

Required

• At least 2–3 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 Zeiterion’s mission and values.

Preferred

• 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 K’iche.

What We’re Looking For
In addition to relevant experience, we’re looking for a colleague who:

• 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

Our Workplace Culture
As part of your onboarding, you’ll be welcomed into a culture that reflects our values:

• 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.

We create a workplace where you can bring your full self, feel supported, and know your contributions matter.

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 we've 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 doesn't perfectly align with every requirement, we still encourage you to apply - your unique perspective might be exactly what we need.

If you require reasonable accommodation to complete a job application, pre-employment testing, or a job interview, or to otherwise participate in the hiring process, please contact [email protected] or call 774-425-3413 x122.

EQUAL OPPORTUNITY EMPLOYER

The Zeiterion is an equal opportunity employer. We celebrate equity and are committed to creating an inclusive, thriving environment for all employees, including but not limited to a culture of antiracism in which we build policies, procedures, and a safe space for people from all backgrounds to feel safe and seen in our employ, in our seats, and on our stage. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status