Executive Travel & Calendar Coordinator

Creative Artists Agency; Greater London; Hybrid; GBP 28,000 - 40,000; Full time

Job summary

Creative Artists Agency (CAA) ICON is seeking an Operations Coordinator in London to support senior leaders with travel, meetings, and calendar management. You will help prepare expense reports, coordinate international travel, and ensure smooth scheduling across multiple time zones while maintaining confidentiality and a professional presence.

The role requires strong MS Office skills, experience with Concur Travel, and the ability to manage multiple priorities in a fast-paced environment.

Qualifications

• Previous experience in a similar role with similar responsibilities.
• Experience using Concur Travel and Expense Management system preferred.
• Strong MS Office proficiency and calendar management skills.
• Ability to coordinate across multiple time zones and stakeholders.
• Discretion handling confidential information and sensitive materials.
• Excellent written and verbal communication abilities.

Responsibilities

• Manage expenses for executives and coordinate with travel teams.
• Arrange travel logistics and serve as primary contact for travel inquiries.
• Support diary management and scheduling for assigned executives.
• Coordinate complex meetings, teleconferences, catering and tech setup.
• Support internal processes, client engagement and team events.
• Maintain master contacts and calendars; assist with ad hoc projects.

Skills

MS Office

Calendar management

Travel coordination

Time zone coordination

Discretion/confidentiality

Communication skills

Tools

Concur Travel & Expenses

Teams

SharePoint

OneDrive

PowerPoint

Job description

Creative Artists Agency (CAA) ICON is seeking an Operations Coordinator in London to support senior leaders with travel, meetings, and calendar management. You will help prepare expense reports, coordinate international travel, and ensure smooth scheduling across multiple time zones while maintaining confidentiality and a professional presence.

The role requires strong MS Office skills, experience with Concur Travel, and the ability to manage multiple priorities in a fast-paced environment.