Operations Coordinator - CAA ICON

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

Job Description

THE AGENCY

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.

Distinguished by its culture of collaboration and exceptional client service, CAA’s diverse workforce identifies, innovates, and amplifies opportunities for the people and organizations that shape culture and inspire the world.

CAA, founded in 1975, is headquartered in Los Angeles, and has offices in New York, Nashville, Memphis, Chicago, Miami, London, Munich, Geneva, Stockholm, Shanghai, and Beijing, among other locations globally. For more information, please visit www.caa.com.

OVERVIEW

A division of leading entertainment and sports agency Creative Artists Agency (CAA), CAA ICON is the industry’s-leading owner’s representative and strategic management consulting firm for public and private sports and entertainment facility owners/operators, professional franchises, and leagues.

With more than 100 sports, entertainment, and public assembly projects and over 2,500 consulting engagements, CAA ICON has managed the development of many of the most successful venues around the world with experience spanning 11 professional sports leagues and over $45 billion USD over the last 21 years in business. CAA ICON offers world-class service in the areas of feasibility and planning, project management, and consulting.

In this role, you will support key leaders by assisting with booking their travel, scheduling meetings, and maintaining calendars, as well as completing their expense reports in an accurate and timely way.

You should be able to manage competing priorities, be well organised, flexible and enjoy the administrative challenges of supporting multiple employees.

Responsibilities to include but are not limited to:

• 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.

QUALIFICATIONS/REQUIREMENTS

• Must have some previous experience in a similar role with similar responsibilities.
• Able to maintain confidentiality and handle sensitive information professionally and with discretion.
• Experience using Concur Travel and Expense Management system preferable.
• Strong command of MS Office applications (Word, Excel, Outlook, and PowerPoint).
• Experience with Teams, SharePoint, & OneDrive preferred, but not required.
• Experience coordinating with multiple stakeholders and employees across various time zones
• Able to work and communicate effectively with business stakeholders at multiple levels of seniority.
• Strong attention to detail, organisational skills, and ability to multi-task.
• Resourceful, proactive, creative, and efficient while maintaining an approachable and professional presence to both internal and external contacts.
• Calendar management skills, including the coordination of complex and multiple participant executive meetings.
• Ability to take initiative and work well both independently and in a team environment.
• Ability to communicate effectively both verbally and in writing.

#LI-CAAICON

Creative Artists Agency (“CAA”) is committed to promoting equal opportunities in employment and creating a workplace culture in which diversity and inclusion is valued and everyone is treated with dignity and respect. As part of our zero-tolerance approach to discrimination in any form, you and any job applicants will receive equal treatment regardless of age, disability, gender reassignment, marital or civil partner status, pregnancy or maternity, race, colour, nationality, ethnic or national origin, religion or belief, sex or sexual orientation, or any other legally recognised protected basis under UK law.

CAA does not accept unsolicited resumes from third-party recruiters unless they were contractually engaged by CAA to provide candidates for a specified opening. Any such employment agency, person or entity that submits an unsolicited resume does so with the acknowledgement and agreement that CAA will have the right to hire that applicant at its discretion without any fee owed to the submitting employment agency, person or entity.