Executive Operations & Travel Coordinator

Creative Artists Agency; Greater London; On-site; GBP 30,000 - 42,000; Full time

Job summary

Creative Artists Agency (CAA) ICON is seeking an organized and proactive executive assistant to support senior leaders with travel, scheduling, and calendar management across international time zones. The role emphasizes discretion, confidentiality, and cross-functional collaboration within a dynamic entertainment and sports environment.

The ideal candidate will demonstrate strong MS Office skills, experience with Concur, and the ability to multitask while maintaining attention to detail.

Qualifications

• Must have some previous experience in a similar role with similar responsibilities.
• Ability to maintain confidentiality and handle sensitive information professionally.
• Experience using Concur Travel and Expense Management system preferable.
• Strong command of MS Office applications (Word, Excel, Outlook, and PowerPoint).
• Experience coordinating with multiple stakeholders across various time zones.
• Ability to communicate effectively with business stakeholders at multiple levels of seniority.

Responsibilities

• Manage the expenses process for the international teams in coordination with the US Travel and Expenses team.
• Coordinate travel logistics for nominated Executives and be the primary escalation point-of-contact for travel-related enquiries.
• Support with the management of nominated CAA ICON Executives’ dairies as and when required (i.e., scheduling, proactively planning and coordinating meetings and teleconferences with associated attendees, catering, technology setup etc.).
• Support with the coordination and scheduling of the activities below:
• Support with the management of internal processes.
• Support with client engagement.
• Support with the development of team culture e.g., recognizing events, organizing gift cards etc (e.g., birthday, weddings).
• Team meetings and events (including events outside of the UK, and meetings with visiting team members, and Ad hoc meetings as and when required).
• Client Meetings.
• Maintain master contact list and common calendar of activities.
• Assist the team with information gathering, work-related projects, including research using MS Office applications and various online portals.

Skills

MS Office

Calendar management

Stakeholder coordination

Discretion/confidentiality

Multitasking

Effective communication

Tools

Concur Travel and Expense Management

Teams

SharePoint

OneDrive

Job description

Creative Artists Agency (CAA) ICON is seeking an organized and proactive executive assistant to support senior leaders with travel, scheduling, and calendar management across international time zones. The role emphasizes discretion, confidentiality, and cross-functional collaboration within a dynamic entertainment and sports environment.

The ideal candidate will demonstrate strong MS Office skills, experience with Concur, and the ability to multitask while maintaining attention to detail.