Assistant, Sync Licensing Administration
Role Purpose
The Sync Assistant, Licensing Administration provides foundational administrative and operational support to the Sync Licensing team across the Company’s publishing catalogue. Working closely with the Director, Sync Licensing Administration. The role is responsible for drafting basic template agreements, maintaining contract databases, and tracking signatures through to completion.
This entry-level position is ideal for an organized individual looking to build a career in music publishing, copyright, and sync licensing administration while developing a solid grounding in commercial contracts.
Key Responsibilities
Contract Administration
Prepare Standard Documentation: Draft initial sync licence agreements using approved commercial deal terms and company templates.
Execution Tracking: Coordinate the signature process (via digital signature tools), actively monitoring and following up on outstanding agreements to ensure timely execution.
Basic Amendments: Assist with minor, non-legal administrative updates to documentation (e.g., entity name changes, term extensions, or fee confirmations) under the direction of the Director.
Escalation & Support: Assist the Director with gathering background information or precedent contracts for more complex negotiations.
System & Database Management
Data Entry & Maintenance: Accurately enter and update contract status, metadata, and license terms across the company’s contract management and rights administration databases.
File Management: Maintain fully organized digital archives of executed agreements, deal memos, and underlying correspondence.
Reporting: Assist with compiling routine status reports on pending sync licenses for appropriate stakeholders.
Technology & Continuous Improvement
Maintain accurate and up-to-date data within contract management, rights administration and workflow systems.
Effectively utilise contract management, document automation and digital signature platforms to support efficient contract administration.
Identify opportunities to improve administrative processes and workflows, sharing suggestions with the Director, Sync Licensing Administration.
Support the implementation, testing and adoption of new technologies, automation tools and system enhancements across the Licensing Administration function.
Assist in maintaining contract templates and standard documentation to support consistency, efficiency and process automation.
Demonstrate a proactive and adaptable approach to learning new technologies, AI-enabled tools and digital solutions that enhance team productivity and service delivery.
Team & Stakeholder Support
Internal Coordination: Liaise regularly with Creative Sync, Copyright, Finance, and Royalties teams to ensure smooth handoffs of executed deals for invoicing and rights logging.
External Communication: Serve as a professional, friendly point of contact for routine administrative inquiries from licensees and external business affairs contacts.
General Administration: Provide general administrative support to the Licensing Administration team as needed, including assisting with payment chasing and vendor set ups, monitoring licensing and payment inboxes and providing basic payment processing cover when required
Knowledge & Experience
Essential
Strong passion for the music industry, specifically music publishing and sync licensing.
Prior administrative experience (internships, placements, or entry-level positions within music, media, or legal environments are highly desirable).
Basic familiarity with music publishing, copyright concepts, or commercial contracts.
High proficiency in standard office software (e.g., Microsoft Word, Excel, GSuite, DocuSign/Adobe Sign).
Desirable
Exposure to rights management databases or contract management systems.
Educational background in Music Business, Law, Media, or a related field.
Skills & Competencies
Exceptional Attention to Detail: Meticulous approach to…