Global Family Office Advisory - Department Assistant

Creative Artists Agency; Los Angeles (CA); On-site; Full time

Job summary

A leading entertainment agency in Los Angeles is seeking a Department Assistant to support the Global Family Office Advisory team. The role involves coordinating administrative tasks, scheduling meetings, and managing documentation. Ideal candidates will have strong communication skills and a Bachelor’s degree. This on-site position offers a competitive hourly rate and opportunities for growth within the team.

Benefits

Discretionary Bonus

Benefits

Qualifications

• Ability to balance multiple tasks and meet deadlines.
• Strong project management and problem-solving skills.

Responsibilities

• Coordinate and book meetings for the team.
• Generate paperwork including weekly reports and proposals.
• Liaise with clients to schedule candidate interviews.

Skills

Interpersonal Skills

Communication Skills

Organizational Skills

Problem-Solving Skills

Project Management

Education

Bachelor’s degree in Arts

Bachelor’s degree in Business

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

The Los Angeles office is seeking a Department Assistant to join the CAA Global Family Office Advisory team. A first-of-its kind service offering in the agency business, the Global Family Office Advisory team will work on behalf of ultra-high-net-worth individuals, families, and Family Offices, blending strategic advisory with CAA’s massive reach and resources, providing clients a level of strategic insight, cultural fluency, and global connectivity that is unmatched in the industry.

The Department Assistant’s role is to coordinate the daily affairs of the team’s administrative needs in planning, scheduling meetings, organizing documents, and team communication. The role is designed to streamline processes and lead on all administrative work in order to allow executives to focus on their core responsibilities. Assistants are an important part of the CAA structure, and it is hoped that the successful candidate will ultimately grow within the team.

Responsibilities

• Coordinate and book meetings for the team.
• Generate paperwork - weekly reports, pitch decks, proposals, interview notes, and reference checks in a timely and accurate fashion.
• Coordinate with Legal on the generation of new contracts.
• Document detailed notes from briefing calls in order to develop accurate job specifications.
• Lead on the scheduling of all business development trips, including meeting scheduling, organizing travel arrangements, visas , etc.
• Liaise with clients in order to schedule candidate interviews.
• Generate monthly financial reports and ensure these documents stay up to date.
• Liaise with the finance department to ensure that all invoices are accurate and sent on time.

Requirements

• Strong interpersonal and communication skills, and can confidently engage with high-profile clients and internal stakeholders.
• Ability to meet deadlines and balance multiple tasks simultaneously.
• Ability to work across time zones effectively.
• Exceptional attention to detail and an ability to work efficiently under pressure.
• Outstanding organizational and coordination skills, ensuring accuracy and efficiency while managing competing demands.
• Highly IT literate, with an ability to generate excellent presentations.
• Self-motivated individual able to work independently.
• Excellent telephone manner, with an ability to interact with individuals at a very senior level.
• Highly numerate with strong project management and problem-solving skills.
• Skilled in budget preparation and fiscal management.
• Knowledge of travel/lodging planning and scheduling.
• A desire to work hard and take on increasing levels of responsibility.
• Willing to work overtime.

Preferred Skills

• General knowledge of major sports and teams to provide relevant context when applicable.
• Agency experience is highly preferred.
• Additional language skills are preferred but not required.

Education

Minimum of a Bachelor’s degree in Arts, Business, or the equivalent.

Location

This role will be on-site and based in our Los Angeles, CA office

Compensation

The base hourly rate for this position is $22.00. This position is also eligible for benefits and a discretionary bonus. Ultimately, wages may vary based upon, but not limited to, relevant experience, time in role, business sector, and geographic location, among other criteria. Please talk with a CAA Recruiter to learn more.

Please provide complete and legible information. An incomplete application may affect your consideration for employment.

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 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.