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Job Description
The Agency
Creative Artists Agency (CAA) is a 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, brand management and consumer product 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, form brand marketing services division, and launch a family office advisory practice, among other innovations. Named Most Valuable Sports Agency by Forbes for 10 consecutive years, CAA represents more than 3,000 of the world’s top athletes in football, baseball, basketball, hockey, and soccer, in addition to coaches, on-air broadcasters, and sports personalities and works in the areas of property sales and sponsorships, media advisory, brand consulting, venue development and strategic advisory, and executive search.
Founded in 1975, CAA is headquartered in Los Angeles, and has offices in New York, London, Nashville, Munich, Shanghai, Beijing, Chicago, Washington, D.C., Singapore, Toronto, Denver, Charlotte, Jacksonville, and Atlanta, among other locations globally. For more information, please visit www.caa.com.
Overview
To be the first point of contact for CAA London offices, providing excellent levels of customer service. Manning the reception desk as part of the London Facilities Team.
Key Tasks and Responsibilities:
Reception Duties
- Operate a busy switchboard, handling and transferring incoming calls to all departments, screening calls, taking messages, and dealing with any queries.
- Meet and greet visitors, ensuring they are dealt with in a professional and welcoming manner, providing drinks, and ensuring whoever they are here to see are notified quickly.
- Ensure that all meeting rooms look presentable at all times; includes checking meeting rooms on a regular basis before and after meetings - tidying up cups, checking pencils and pads are stocked up, and room temperatures are at a comfortable setting.
- Take meeting room and conference bookings for all agents and executives.
- Act as a point of contact for national and international promoters and festival bookers looking to schedule meetings with the agents and arranging the meetings accordingly. Includes keeping tally and ensuring meetings run smoothly on the day and allocated slots are adhered to.
- Issue visitor and guest passes for access to the office. Recording and tracking this process.
- Book couriers and taxis as required, following standard procedures for booking and logging. Check invoices as they come in and ensure costs are recharged if needed.
- Accurately keep records of locker assignments, keys, and equipment issued.
- Ensure the reception folders on OneDrive are regularly updated and accurate records kept.
- Respond and act upon requests from other CAA offices made via the Reception such as running duties, gift purchasing, and courier requests.
- Occasionally required to stay after hours to be on hand for any clients coming to the office for a meeting. For any external meetings where a London agent isn’t present, reception is the point of contact and will liaise with the meeting organizer in the US office.
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Mailroom Duties
- Franking and posting mail using the franking machine and correct postage materials.
- Hand out the post to the office when it arrives each morning, as well as distributing parcels and ad hoc deliveries as they arrive throughout the day in a timely manner.
- Keep the post room and stationary areas well stocked and tidy.
- Keep a record of outgoing post and update colleagues with tracking information as required.
Facilities
- Inform IT of any technical problems with conference room equipment.
- Upskill to cover for IT where possible with minor issues.
- Put fruit and milk out for the office in the mornings and amend orders with suppliers as necessary.
- Order stationery and office supplies when needed.
- Allocate office space and coordinate setup if needed for international staff visiting the London office.
- Maintain Health and Safety records and Fire and First Aid posters at this location.
- Manage the ordering and supply of magazines to the office and distribute on arrival.
- Help with catering and events in the office.
- Be a first aider and fire marshal.
- Monitor the Service Now helpdesk and update service tickets.
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Qualifications/Requirements
- Solid Reception/Front of House experience.
- General understanding of how a talent agency works would be beneficial.
- Excellent verbal and written communication skills.
- Excellent organizational skills and ability to prioritize a busy workload.
- Ability to build business relationships at all levels.
- Ability to work with a high level of confidentiality.
- Accept personal responsibility for the quality and timeliness of work. Can be relied upon to achieve excellent results with little need for oversight.
- Adapt easily to changing business needs, conditions, and work responsibilities. Adapt approach, goals, and methods to achieve successful solutions and results in dynamic situations.
- Convey clear, timely, persuasive messages that positively influence the thoughts and actions of others.
- Make timely decisions without sacrificing quality even under ambiguous circumstances.
Please ensure you provide complete and legible information in your application. An incomplete application may affect your consideration for employment.
Creative Artists Agency (“CAA”) is committed to promoting equal opportunities in employment and creating a workplace culture in which diversity and inclusion is valued and everyone is treated with dignity and respect. As part of our zero-tolerance approach to discrimination in any form, you and any job applicants will receive equal treatment regardless of age, disability, gender reassignment, marital or civil partner status, pregnancy or maternity, race, color, nationality, ethnic or national origin, religion or belief, sex or sexual orientation, or any other legally recognized protected basis under UK law.
Please inform CAA’s Recruitment Department if you need any assistance completing any forms or to otherwise participate in the application process.
CAA does not accept unsolicited resumes from third-party recruiters unless they were contractually engaged by CAA to provide candidates for a specified opening. Any such employment agency, person, or entity that submits an unsolicited resume does so with the acknowledgement and agreement that CAA will have the right to hire that applicant at its discretion without any fee owed to the submitting employment agency, person, or entity.
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