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About the Role

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.

Responsibilities

• Operate a busy switchboard, handling and transferring incoming calls, screening calls, taking messages, and dealing with queries.
• Meet and greet visitors professionally and welcomingly, providing refreshments and notifying relevant personnel promptly.
• Ensure all meeting rooms are presentable at all times, checking and tidying them regularly, stocking supplies, and adjusting room temperature.
• Take meeting room and conference bookings for agents and executives.
• Act as a point of contact for national and international promoters and festival bookers, arranging meetings and ensuring adherence to schedules.
• Issue and record visitor and guest passes for office access.
• Book couriers and taxis as required, following standard procedures, and checking invoices for recharging costs.
• Accurately maintain records of locker assignments, keys, and equipment issued.
• Ensure reception folders on One Drive are regularly updated.
• Respond to requests from other CAA offices, such as running duties, gift purchasing, and courier requests.
• Occasionally stay after hours for client meetings and liaise with US office meeting organizers for external meetings without a London agent present.
• Frank and post mail using the franking machine and correct postage.
• Distribute incoming post, parcels, and ad hoc deliveries in a timely manner.
• Keep the post room and stationery areas well-stocked and tidy.
• Record outgoing post and update colleagues with tracking information.
• Inform IT of technical problems with conference room equipment and provide basic IT support.
• Prepare fruit and milk for the office in the mornings and adjust supplier orders as necessary.
• Order stationery and office supplies.
• Allocate office space and coordinate setup for international staff visiting the London office.
• Maintain Health and Safety records and Fire and First Aid posters.
• Manage the ordering and distribution of magazines.
• Assist with catering and office events.
• Act as a first aider and fire marshal.
• Monitor the Service Now helpdesk and update service tickets.

Requirements

• Solid Reception/Front of House experience.
• General understanding of how a talent agency works is beneficial.
• Excellent verbal and written communication skills.
• Excellent organisational skills and ability to prioritise 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.
• Ability 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.
• Provide complete and legible information in your application.

Location

• London

Work Type

• Full-time

About the Company

• 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.

Equal Opportunity

• 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, colour, nationality, ethnic or national origin, religion or belief, sex or sexual orientation, or any other legally recognised 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.