Executive Assistant - CAA Icon

Full Time Job
THE AGENCY




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.

QUALIFICATIONS/REQUIREMENTS
• 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.

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

Creative Artists Agency, UK Limited (the '' Company '' ) is committed to a policy of Equal Employment Opportunity and will not discriminate against an applicant or employee on the basis of age, sex, sexual orientation, gender reassignment, race, religion or belief, ethnicity, national origin, alienage or citizenship, disability, marital status, military status, pregnancy and maternity or any other legally-recognized protected basis under UK law.

The Company also complies with applicable laws with regard to providing reasonable accommodation for qualified individuals with disabilities. Please inform the Company ' s Human Resources Department if you need assistance completing any forms or to otherwise participate in the application process.