Receptionist

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. 

Reception Duties

• To 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.

• Ensuring 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.

• Taking meeting room and conference bookings for all agents and executives. 

• Acting 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 ensure meetings runs smoothly on the day and allocated slots are adhered to.

• Issuing visitor and guest passes for access to the office.  Recording and tracking this process. 

• Booking 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 One Drive 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 you will be 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 organiser in the US office.

Mailroom Duties 

• Franking and posting mail using the franking machine and correct postage materials. 

• Handing 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.

• Keeping 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

• Informing I.T of any technical problems with conference room equipment.  

• Upskilling to cover for IT where possible with minor issues. 

• Putting fruit and milk out for the office in the mornings and amending orders with suppliers as necessary.

• Ordering stationery and office supplies when needed.

• Allocate office space and coordinate set up if needed for international staff visiting the London office. 

• Maintaining Health and Safety records and Fire and First Aid posters at this location. 

• Managing the ordering and supply of magazines to the office and distributing on arrival.

• Helping with catering and events in the office

• Being a first aider and fire marshal

• Monitor the Service Now helpdesk and update service tickets 

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 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. 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.