Full Time Job

Executive Assistant - Icon


London, United Kingdom 04-19-2023
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  • Paid
  • Full Time
  • Senior (5-10 years) Experience
Job Description

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 organisations 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.

A division of Creative Artists Agency (CAA), CAA ICON is the world's-leading owner's representative and project management consultancy for the development or renovation of sports, entertainment and public assembly venues. With a portfolio of more than 55 projects and over 2,000 consulting engagements, totaling nearly £38 billion, CAA ICON has managed the delivery of many of the most successful venues around the world and are looking to add to their UK team to continue assisting our client's in delivering their vision.

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 limited to:
• Actively coordinates and maintains Executives' calendars and effectively manages all scheduled activities.
• Provides administrative support to Executives including minute taking and organising.
• Anticipates Executives' needs and proactively brings together appropriate people and other resources to support the critical activities and mission.
• Arranges and actively manages all travel logistics and completes expense reports for Business Operations leadership within CAA ICON UK.
• Ensures expense reporting accuracy that is timely and compliant with specific client contracts as well as internal policies.
• Assists the team with work-related projects, including research and reporting through MS Excel and multiple online portals.
• Primary escalation point-of-contact for travel-related inquiries.
• Backup to the other administrative professional(s) when necessary.
• Handles confidential information which would have a negative impact on the company operations, performance, or value if shared beyond its intended audience.
• Welcome and guide in-person visitors to the office.
• Oversee and track deliveries and mailings.
• Maintain master contact list and common calendar of activities.
• Setup and planning of in-house meetings and other company events.

• Must have some previous experience in an administrative support role with similar responsibilities.
• Strong command of MS Office applications (Word, Excel, Outlook, and PowerPoint).
• Experience with Teams, SharePoint, & OneDrive preferred, but not required.
• Skill in coordinating with many stakeholders and employees.
• Ability to work and communicate effectively with diverse levels of business personnel.
• 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.
• Experience using Concur Travel and Expense Management system a plus.
• 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.
• Able to relate well with a diverse collection of people and organisations.
• Ability to communicate effectively both verbally and in writing.
• Previous experience in the hospitality field (hotel front desk, reservation desk, concierge, server) AND/OR experience with and/or exposure to project management, construction, architecture or engineering fields helpful.

Jobcode: Reference SBJ-d8p289-18-232-31-255-42 in your application.

Company Profile

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.