Operations Coordinator - CAA ICON

Global Sports Jobs Limited; Greater London; On-site; GBP 28,000 - 36,000; Full time

Job summary

CAA ICON, a division of Creative Artists Agency, seeks an experienced administrator to support senior leaders. You will book travel, manage calendars, schedule meetings, and prepare accurate expense reports with discretion.

Coordinate with the US Travel and Expenses team for international costs and support multiple executives across time zones, ensuring smooth operations and professional stakeholder service.

Qualifications

• Experience in a similar administrative role with similar responsibilities.
• Ability to maintain confidentiality and handle sensitive information professionally.
• Proficient in MS Word, Excel, Outlook and PowerPoint.
• Experience coordinating with multiple stakeholders and employees across various time zones.
• Strong communication with business stakeholders at multiple levels of seniority.
• Excellent attention to detail and organisational skills.
• Resourceful, proactive, and able to work independently or in a team.
• Calendar management for complex executive meetings.
• Ability to manage competing priorities and be flexible.
• Effective verbal and written communication.

Responsibilities

• Manage the expenses process for international teams in coordination with the US Travel and Expenses team.
• Coordinate travel logistics for nominated Executives and act as the primary escalation point of contact for travel-related enquiries.
• Support management of nominated CAA ICON Executives' diaries as required, including scheduling and proactively planning and coordinating meetings and teleconferences with associated attendees, catering and technology setup.
• Support the coordination and scheduling of team meetings and events, including events outside the UK, meetings with visiting team members and ad hoc meetings.
• Support the coordination and scheduling of client meetings.
• Support the management of internal processes.
• Support client engagement.
• Support the development of team culture, such as recognising events and organising gift cards for occasions including birthdays and weddings.
• Maintain the master contact list and common calendar of activities.
• Assist the team with information gathering and work-related projects, including research using MS Office applications and various online portals.

Skills

MS Office

Calendar management

Executive support

Stakeholder coordination

Discretion & confidentiality

Communication skills

Time zone coordination

Tools

Concur Travel

Teams

SharePoint

OneDrive

Job description

About the Role

This role provides administrative support to key leaders, including booking travel, scheduling meetings, maintaining calendars and completing expense reports accurately and on time. It works with the US Travel and Expenses team to manage expenses for international teams and supports multiple employees with competing priorities. The position sits within CAA ICON, a division of CAA focused on owner's representation and strategic management consulting for sports and entertainment facilities.

Key Responsibilities

• Manage the expenses process for international teams in coordination with the US Travel and Expenses team.
• Coordinate travel logistics for nominated Executives and act as the primary escalation point of contact for travel-related enquiries.
• Support management of nominated CAA ICON Executives' diaries as required, including scheduling and proactively planning and coordinating meetings and teleconferences with associated attendees, catering and technology setup.
• Support the coordination and scheduling of team meetings and events, including events outside the UK, meetings with visiting team members and ad hoc meetings.
• Support the coordination and scheduling of client meetings.
• Support the management of internal processes.
• Support client engagement.
• Support the development of team culture, such as recognising events and organising gift cards for occasions including birthdays and weddings.
• Maintain the master contact list and common calendar of activities.
• Assist the team with information gathering and work-related projects, including research using MS Office applications and various online portals.

Required Experience & Qualifications

• Previous experience in a similar role with similar responsibilities.
• Ability to maintain confidentiality and handle sensitive information professionally and with discretion.
• Strong command of MS Office applications, including Word, Excel, Outlook and PowerPoint.
• Experience coordinating with multiple stakeholders and employees across various time zones.
• Ability to work and communicate effectively with business stakeholders at multiple levels of seniority.
• Strong attention to detail and organisational skills, with the ability to multi-task.
• Resourceful, proactive, creative and efficient, while maintaining an approachable and professional presence with internal and external contacts.
• Calendar management skills, including the coordination of complex meetings with multiple executive participants.
• Ability to take initiative and work well both independently and in a team environment.
• Ability to communicate effectively both verbally and in writing.
• Ability to manage competing priorities, be well organised and flexible, and enjoy the administrative challenges of supporting multiple employees.

Preferred Skills

• Experience using the Concur Travel and Expense Management system.
• Experience with Teams, SharePoint and OneDrive.

About the Company

Creative Artists Agency (CAA) is a leading entertainment and sports agency with global expertise in film, television, music, theatre, sports, digital media, publishing, sponsorship sales and endorsements, media finance, consumer investing, fashion, brand marketing and licensing, executive search, games, and philanthropy, among other areas.