Executive Operations & Travel Coordinator

CAA Club Group; Greater London; On-site; GBP 28,000 - 40,000; Full time

Job summary

CAA ICON, a division of Creative Artists Agency (CAA), is seeking an experienced executive assistant to support senior leaders with travel, meetings and calendar management. You will coordinate travel arrangements, schedule meetings and manage expenses with discretion and efficiency.

The role requires coordinating with multiple stakeholders across time zones, handling confidential information, and delivering high-quality administration using MS Office and collaboration tools such as Concur,

Qualifications

• Previous experience in a similar executive support role with similar responsibilities.
• Ability to maintain confidentiality and handle sensitive information discreetly.
• Experience using Concur Travel and Expense Management system preferable.
• Strong command of MS Office applications (Word, Excel, Outlook, PowerPoint).
• Ability to coordinate with multiple stakeholders across time zones and seniority levels.
• Excellent calendar management, organisation and communication skills.

Responsibilities

• Support key leaders by assisting with booking travel, scheduling meetings and maintaining calendars.
• Process expense reports accurately and on time.
• Coordinate travel logistics for Executives and serve as primary escalation point for travel inquiries.
• Assist with management of diaries, scheduling, meetings and teleconferences.
• Support internal processes, client engagement and team culture activities.
• Coordinate meetings and events, including international travel when required.
• Maintain master contact lists and shared calendars for the team.
• Assist with information gathering and research using MS Office and online portals.

Skills

Calendar management

Confidentiality

Multi-time zones coordination

Effective communication

Independent & team work

Tools

Concur Travel & Expense

MS Office Suite

Teams

SharePoint

OneDrive

Job description

CAA ICON, a division of Creative Artists Agency (CAA), is seeking an experienced executive assistant to support senior leaders with travel, meetings and calendar management. You will coordinate travel arrangements, schedule meetings and manage expenses with discretion and efficiency.

The role requires coordinating with multiple stakeholders across time zones, handling confidential information, and delivering high-quality administration using MS Office and collaboration tools such as Concur,