Assistant to the Global Operations Chief of Staff

$45,760 - $52,000/Yr

Creative Artists Agency - Los Angeles, CA

Full-time - Entry Level

Los Angeles, CA

1,001-5,000 employees

Performing Arts, Spectator Sports, and Related Industries

About the position

Creative Artists Agency (CAA) is seeking an Assistant to the Global Operations Chief of Staff to provide high-level administrative support. This role is crucial in managing the Chief of Staff's complex calendar, coordinating meetings, handling expense reports, and supporting various special projects and daily operations. The ideal candidate will be organized, detail-oriented, and capable of managing multiple priorities in a fast-paced environment. A high degree of trust, discretion, and confidentiality is required, making this position suitable for someone with a keen interest in processes, procedures, strategy, and operations, as well as comfort with technology and productivity tools. In this role, you will coordinate and manage the Chief of Staff's calendar, ensuring that all meetings and appointments with internal and external stakeholders are scheduled efficiently. You will also be responsible for anticipating and resolving scheduling conflicts, ensuring the Chief of Staff is well-prepared for all engagements. Additionally, you will arrange domestic and international travel, including flights, accommodations, and ground transportation, while preparing and submitting accurate expense reports in compliance with company policies. As a liaison between the Chief of Staff and other departments, you will ensure smooth communication across the organization. This includes coordinating cross-functional meetings, preparing agendas, and following up on action items as necessary. You will also support the Chief of Staff in executing special projects and initiatives aimed at enhancing the effectiveness and efficiency of the Global Operations group, planning and coordinating internal events, off-sites, and team-building activities that align with company goals and objectives. Furthermore, you will assist in organizing group-wide initiatives that foster collaboration and drive performance, preparing PowerPoint decks and presentations for special projects, executive updates, and team-wide communications, while tracking and reporting progress on key objectives. This position is based out of our Los Angeles office and offers a competitive hourly rate, along with eligibility for benefits and discretionary bonuses. CAA is committed to a policy of Equal Employment Opportunity and values diversity in its workforce.

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 the Chief of Staff and other departments, ensuring smooth communication across the organization.
• Coordinate cross-functional meetings, prepare agendas, and follow up on action items as necessary.
• Support the Chief of Staff in executing special projects and initiatives aimed at enhancing the effectiveness and efficiency of the Global Operations group.
• 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.
• 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.
• 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.
• 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.

Benefits

• Eligible for benefits and discretionary bonus.