Executive Ops Coordinator - Calendar & Travel

CAA Icon; Greater London; On-site; GBP 42,000 - 56,000; Full time

Job summary

CAA Icon is seeking an experienced executive assistant to support leaders across international teams. You will manage complex calendars, coordinate travel and expenses, and handle scheduling, meetings, and related logistics with discretion and professionalism.

The role requires strong MS Office proficiency, experience with Concur, and the ability to coordinate with multiple stakeholders across time zones while maintaining confidential information securely.

Qualifications

• Previous experience in a similar role with similar responsibilities.
• Ability to maintain confidentiality and discretion.
• Experience with Concur Travel and Expense Management.
• Proficient in MS Office (Word, Excel, Outlook, PowerPoint).
• Experience with Teams, SharePoint & OneDrive preferred.
• Experience coordinating with multiple stakeholders across time zones.
• Able to communicate with business stakeholders at multiple levels.
• Strong attention to detail and organisational skills.
• Proactive, resourceful and professional in communications.
• Calendar management for complex executive meetings.

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’ diaries 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

Concur Travel

Calendar management

Travel coordination

Stakeholder coordination

Discretion

Multi-tasking

Communication skills

Tools

MS Teams

SharePoint

OneDrive

Job description

CAA Icon is seeking an experienced executive assistant to support leaders across international teams. You will manage complex calendars, coordinate travel and expenses, and handle scheduling, meetings, and related logistics with discretion and professionalism.

The role requires strong MS Office proficiency, experience with Concur, and the ability to coordinate with multiple stakeholders across time zones while maintaining confidential information securely.