Facilities - Department Assistant

Creative Artists Agency; New York (NY); On-site; USD 30,000 - 33,000; Full time

Job summary

Creative Artists Agency (CAA) is looking for a Facilities Department Assistant in New York to support daily building operations and administration. You will handle calendar management, expense reporting, vendor coordination, and space planning for multiple offices, including NY and other locations.

Ideal candidates have a BA/BS, at least 1 year in facilities or operations, and strong multitasking, customer service, and communication skills.

Qualifications

• BA/BS from an accredited university or college.
• Strong customer service and communication skills required.
• Ability to multitask in a fast-paced environment.

Responsibilities

• Manage monthly P-Card and prepare expense reports.
• Maintain Facilities Lead calendar and phone.
• Review invoices and submit to AP for approval.
• Assist with office space planning and space management system updates.
• Coordinate setup for board meetings, VIP client meetings and events.
• Support on-site office moves and vendor scheduling.

Skills

Customer service

Interpersonal skills

Communication skills

Education

BA/BS from an accredited University or College

Tools

ServiceNow

Job description

Job Description

Who We Are Creative Artists Agency (CAA) is the leading entertainment and sports agency, with global expertise in filmed and live entertainment, digital media, publishing, sponsorship sales and endorsements, media finance, consumer investing, fashion, trademark licensing, and philanthropy. 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. The trailblazer of the agency business, CAA was the first to build a sports business, create an investment bank, launch a venture fund, found technology start-up companies, establish a philanthropic arm, build a business in China, and form a brand marketing services division, among other innovations. Named Most Valuable Sports Agency by Forbes for eight consecutive years, CAA represents more than 2,000 of the world’s top athletes in football, baseball, basketball, hockey, soccer, in addition to coaches, on‐air broadcasters, and sports personalities and works in the areas of broadcast rights, corporate marketing initiatives, social impact, and sports properties for sales and sponsorship opportunities. Founded in 1975, CAA 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.

The Role

CAA is seeking an enthusiastic, proactive go-getter to join the New York office as a Facilities Department Assistant. The Facilities Department Assistant will provide daily administrative support to the NY Facilities Lead as it pertains to CAA building operations and administration. The Facilities Assistant has a projected career path into Corporate Facilities.

Key Responsibilities

Responsible for all administrative facilities tasks, including:

• Manage administrative duties, which include monthly P-Card management, preparing expense reports, and additional office-related tasks.
• Manage Facilities Lead calendar and phone.
• Review office invoices, forward to Facilities Lead for approval and submittal to AP.
• Assist Facilities Coordinator with office space planning & help keep space management system up to date (Office Space Software).
• Schedule freight access for vendors in the building management portal and submit COI paperwork.
• Assist Facilities Coordinator with setup for various Board Meetings, VIP Client Meetings, and Special Events, including but not limited to: CAA Halloween Party, Holiday events, Cheer Week, etc.
• Assist with all facility-related requests.
• Schedule vendors for maintenance issues.
• Manage office and pantry supply requests for NE region offices (NY, Chicago, Toronto, and DC).
• Coordinate new hire locations with IT and ensure setup is completed, including new hire materials, name tags, ensuring space is cleaned and has Tech equipment (monitor, phone, and keyboard).
• Assist Facilities Manager with on‑site office and workstation employee moves.
• Assist Facilities Manager with ServiceNow ticketing requests.
• Maintain supply closets, monitor and order inventory weekly, place all the orders for Facilities and Mailroom, and expense the costs.
• Create workstation and office name tags and install for all new hires and office moves.
• Remove workstation and office name tags for all terminated employees and office moves.
• Assist with communications with building management teams.
• Manage office inventory for items in storage – maintain and update inventory list.
• Maintain and organize all office keys.
• Coordinate office repair requests through building portal – confirm completion.
• Partner with Mailroom and Facilities Coordinator for all necessary supply orders.
• Manage and coordinate the Mothers Room schedule, serve as point of contact for all nursing mothers returning to work, and ensure all necessary supplies are stocked and available.

Requirements

• BA/BS from an accredited University or College
• Minimum 1 year of prior relevant facilities or operations, or assistant experience required
• Ability to multitask in a fast-paced environment
• Strong customer service, interpersonal, and communication skills
• Physical ability; can lift 35-50 lbs.

Compensation

The base hourly rate for this position is in the range of $22.00 - $24.00/hour. This position is also eligible for benefits and a discretionary bonus. Ultimately, the salary may vary based upon, but not limited to, relevant experience, time in role, business sector, and geographic location, among other criteria.

Equal Employment Opportunity

Creative Artists Agency, LLC (the "Company") is committed to a policy of Equal Employment Opportunity and will not discriminate on the basis of race (inclusive of traits historically associated with race, including hair texture and protective hairstyles), color, religion, creed, gender or sex (including pregnancy, childbirth, breastfeeding or related medical conditions), national origin, ancestry, age, physical disability, mental disability, medical condition, genetic information, family and medical care leave status, military or veteran status, marital status, family status, sexual orientation, gender identity, gender expression, political affiliation, an employee’s or their dependent’s reproductive health decision making (e.g., the decision to use or access a particular drug, device or medical service), or any other characteristic protected by applicable law. The absence of a permanent address is not a bar to employment. The Company does not discriminate against individuals based on housing status, including the absence of a fixed address. The Company also complies with the Americans with Disabilities Act and applicable state and local laws with regard to providing reasonable accommodation for qualified individuals with disabilities.

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.

Creative Artists Agency (CAA), is the world's leading full service entertainment, media, and sports agency. We represent many of the most successful professionals working in television, film, music, theatre, video games, sports, and digital content. We also provide a range of strategic and marketing consulting services to corporate clients.