Global Family Office Advisory - Department Assistant

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 managemen