CAA ICON - Executive Assistant & Office Coordinator

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A division of leading entertainment and sports agency Creative Artists Agency (CAA), CAA ICON is the world’s-leading owners representative and strategic management consulting firm for public and private sports and entertainment facility owners/operators, professional franchises, and leagues. With more than 55 sports, entertainment, and public assembly projects and over 2,000 consulting engagements, CAA ICON has managed the development of many of the most successful venues around the world, spanning 11 professional sports leagues, totaling nearly $40 billion.  CAA ICON offers world-class service in the areas of project management, strategic advisory, feasibility and planning, and beyond.

The Role

This role will provide overall organization for a professional 40 person headquarters office. Ideal candidate is experienced and capable of promoting and maintaining a cohesive, positive, and clean professional office environment. Position is a key influencer of the office culture and will have ability to impact employee environment and customer experience.

The candidate must be professional, flexible, and able to thrive in a dynamic work environment. Excellent communication and people skills are critical as well as the ability to build strong relationships internally and externally. The candidate should handle confidential matters with discretion, be a proactive problem solver, and work effectively on a team and independently.
 

Executive Assistant Responsibilities:

• Provide proactive administrative support to up to 4 executives and anticipate executives’ needs based on gaining an understanding of projects, clients, etc.
• Be a trusted partner with the executives and their teams
• Ability to work and communicate effectively
• Actively coordinate and manage executives’ calendars (i.e., scheduling / proactively planning and coordinating meetings and teleconferences to include attendees, catering, conference passwords, travel arrangements, etc. Constantly monitoring Executive’s calendars for conflicts, adjustments and rescheduling
• Arrange and manage all travel logistics and complete expense reports
• Ensure expense reporting accuracy that is timely and compliant with specific client contracts as well as internal policies
• Handle confidential information with professionalism
• Assist with corporate events as required
• Project work required on occasion
• Provide backup for the other Executive Assistants as needed
• Available beyond normal business hours when necessary

Office Coordinator Responsibilities:

• Responsible for the maintenance and upkeep of office equipment, furnishing, fixtures, materials, supplies and plants
• Opportunity to have ownership of organizational systems within common spaces and office processes
• Responsible for ensuring a professional and tidy presentation of the office environment including common areas, conference rooms, and kitchens
• Oversee and track deliveries and mailings
• Maintain master contact list and common calendar of activities
• Order and stock office supplies as well as snacks and beverages
• Along with other administrative professionals in the office, assist in setting up and planning of in-house meetings, parties, and other company events
• Office liaison with a multitude of vendors including telephone and printer companies
• Fill in duties for other administrative staff when needed

Requirements

• 2+ years of relevant Administrative Assistant experience
• Strong command of MS Office applications (Word, Excel, Outlook, PowerPoint, Teams, and OneDrive)
• Familiar with office technology and video conferencing systems
• Experience using travel and expense management platforms (i.e. Navan or Concur)

Location

This role is based out of Denver, CO.

Compensation

The base hourly rate for this position is in the range of $22.00 - $29.00. This position also is eligible for benefits and a discretionary bonus. Ultimately, wages may vary based upon, but not limited to, relevant experience, time in role, business sector, and geographic location, among other criteria. Please talk with a CAA Recruiter to learn more.

Benefits

At CAA ICON, we offer competitive compensation and benefits package:

• Medical, Dental, Vision Insurance
• 401K Plan 
• Paid Vacation / Holidays 
• Paid Sick Time
• Flexible Spending Accounts (Health Care and Dependent Care)  
• Voluntary Life Insurance
• Telemedicine 
• Paid Parental Leave and Other Paid Leaves of Absence
• Adoption Benefits
• Educational Assistance
• Mental Health Resources
• Employee Assistance Plan

The anticipated closing date is on or around 10/11/24.

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

Creative Artists Agency, LLC (the “Company”) is committed to a policy of Equal Employment Opportunity and will not discriminate on the basis of race (inclusive of traits historically associated with race, including hair texture and protective hairstyles), color, religion, creed, gender or sex (including pregnancy, childbirth, breastfeeding or related medical conditions), national origin, ancestry, age, physical disability, mental disability, medical condition, genetic information, family and medical care leave status, military or veteran status, marital status, family status, sexual orientation, gender identity, gender expression, political affiliation, an employee’s or their dependent’s reproductive health decision making (e.g., the decision to use or access a particular drug, device or medical service), or any other characteristic protected by applicable law.

The Company also complies with the Americans with Disabilities Act and applicable state and local laws with regard to providing reasonable accommodation for qualified individuals with disabilities.

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.