Global Operations - Facilities Assistant

Creative Artists Agency; New York (NY); Hybrid; USD 10,000 - 60,000; Full time

Job summary

Creative Artists Agency is seeking a proactive Facilities Assistant for its New York office. This hybrid role focuses on providing administrative support for building operations, including managing calendars, scheduling vendors, and maintaining office supplies. Ideal candidates will possess strong customer service and communication skills, along with relevant experience in facilities management.

Qualifications

• Minimum 1 year of prior relevant facilities or operations experience required.
• Ability to multi-task in a fast-paced environment.
• Physical ability; can lift 35-50 lbs.

Responsibilities

• Manage Facilities Lead calendar and phone.
• Provide administrative support tasks including expense reports.
• Assist with setup of special events and office space planning.

Skills

Customer service

Interpersonal skills

Communication skills

Multi-tasking

Physical ability

Education

BA/BS from an accredited University or College

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 Assistant. The Facilities Assistant will provide daily administrative support to the NY Facilities Lead as it pertains to CAA building operations and administration.

Responsibilities:

Responsible for all administrative facilities tasks to include:

• 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

• Update CAA employee list monthly into the building management portal

• Assist with office space planning & keeps space management system up to date (IWMS/CMMS - Space IQ)

• Schedule freight access for vendors in the building management portal and submit COI paperwork

• Assist with setup of 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

• Manages office supply requests for NE region offices (NY, Chicago and Toronto)

• Coordinate new hire locations with HR, MR and IT and ensure setup is completed, including name tags, ensuring space is cleaned and has Tech equipment (monitor, phone, and keyboard)

• Coordinate on-site office moves

• Work with Tech/MR on equipment moves

• Maintains supply closets, monitor and order inventory weekly, places all the orders for Facilities and Mailroom and expenses the costs

• Creates workstation name tags and install at workstation for all new hires and office moves

• Remove workstation name tags for all terminated employees and office moves

• Assist with communications with building management teams

• Reconcile monthly billing for Fedex, XPO and Iron Mountain

• Manage office inventory for items in storage – maintains and updates inventory list

• Maintains and organizes all office keys

• Coordinates office repair requests through building portal – confirms completion

• Assist with reception duties – coverage and training when needed

• Partner with Mailroom for all necessary supply orders

Qualifications:

• BA/BS from an accredited University or College preferred or equivalent experience

• Minimum 1 year of prior relevant facilities or operations, or assistant experience required

• Ability to multi-task in a fast-paced environment

• Strong customer service, interpersonal and communication skills

• Physical ability; can lift 35-50 lbs.

Location: This is a hybrid role out of our New York, NY office which requires 4 days on-site.

Compensation: The base hourly rate for this position is $22.00 - $27.00. This position also is eligible for benefits and 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.