Global Operations - Assistant, Chief of Staff and Global Head of Real Estate & Facilities

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, licensing, 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.

The Role

The Assistant to the Global Operations Chief of Staff and Global Head of Real Estate & Facilities will provide high-level administrative support. This role involves managing calendars, coordinating meetings, handling expense reports, and supporting special projects and daily operations. The ideal candidate is organized, detail-oriented, and capable of managing multiple priorities in a fast-paced environment.  This position requires a high degree of trust, discretion and confidentiality.  It is ideal for a candidate with interest process, procedures, strategy and operations, and comfort with technology and productivity tools.  

Responsibilities

• Coordinate and manage the Global Operations Chief of Staff’s complex calendar, scheduling meetings and appointments with internal and external stakeholders. 
• Anticipate and resolve scheduling conflicts while ensuring the Chief of Staff is well-prepared for all engagements. 
• Arrange domestic and international travel, including flights, accommodations, and ground transportation. 
• Prepare and submit accurate expense reports in compliance with company policies. 
• Serve as the liaison between Global Ops and other departments, ensuring smooth communication across the organization. 
• Coordinate cross-functional meetings, prepare agendas, and follow up on action items as necessary. 
• Ability to listen in on key calls and meetings as requested to take notes, identify follow-ups, and agreed upon next steps 
• Anticipate needs of the team, and forecast issues or seek solutions 
• Focused on customer service with internal stakeholders and communicating in a personable friendly demeanor 
• Ability to listen in on key calls and meetings as requested to take notes, identify follow-ups, and agreed upon next steps 
• Plan and coordinate internal events, off-sites, and team-building activities, ensuring alignment with company goals and objectives. 
• Assist in organizing group-wide initiatives that foster collaboration and drive performance. 
• Assist with special projects and initiatives as needed, ensuring timely and successful execution. 
• Ability to assist in conducting research, performing assessments, and preparing documentation on a wide-range of facilities and operations tasks, including budget, space planning, moves, etc. 
• Prepare PowerPoint decks and presentations for special projects, executive updates, and team-wide communications. 
• Track and report progress on key objectives, managing timelines and deliverables for the Chief of Staff’s initiatives. 
• Perform various administrative tasks and provide additional support as needed to ensure the efficiency of the Global Operations team. 

Requirements

• 2+ years of administrative experience 
• Agency experience a plus 

Skills: 

• Excellent organizational and time-management skills with the ability to prioritize and manage multiple tasks simultaneously. 
• Strong written and verbal communication skills. 
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint). 
• Experience with expense reporting and travel coordination. 

Attributes: 

• High degree of professionalism and confidentiality. 
• Strong interpersonal skills and the ability to interact effectively with colleagues at all levels of the organization. 
• Ability to anticipate needs and proactively address challenges. 

Location

This role is onsite/in office in our Los Angeles offices.

Compensation

The base hourly rate for this position is in the range of $24.00-$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 ro