Facilities - Department Assistant

Job Description

Who We Are Creative Artists Agency (CAA) is the 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, trademark 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, and form a brand marketing services division, among other innovations. Named Most Valuable Sports Agency by Forbes for eight consecutive years, CAA represents more than 2,000 of the world’s top athletes in football, baseball, basketball, hockey, soccer, in addition to coaches, on‐air broadcasters, and sports personalities and works in the areas of broadcast rights, corporate marketing initiatives, social impact, and sports properties for sales and sponsorship opportunities.

Founded in 1975, CAA is headquartered in Los Angeles, and has offices in New York, Nashville, Memphis, Chicago, Miami, London, Munich, Geneva, Stockholm, Shanghai, and Beijing, among other locations globally.

CAA is seeking an enthusiastic, proactive go-getter to join the New York office as a Facilities Department Assistant. The Facilities Department Assistant will provide daily administrative support to the NY Facilities Lead as it pertains to CAA building operations and administration. The Facilities Assistant has a projected career path into Corporate Facilities.

Responsible for all administrative facilities tasks, including:

• Manage administrative duties, which include monthly P-Card management, preparing expense reports, and additional office-related tasks.
• Manage Facilities Lead calendar and phone.
• Review office invoices, forward to Facilities Lead for approval and submittal to AP.
• Assist Facilities Coordinator with office space planning & help keep space management system up to date (Office Space Software).
• Schedule freight access for vendors in the building management portal and submit COI paperwork.
• Assist Facilities Coordinator with setup for various Board Meetings, VIP Client Meetings, and Special Events, including but not limited to: CAA Halloween Party, Holiday events, Cheer Week, etc.
• Assist with all facility-related requests.
• Schedule vendors for maintenance issues.
• Manage office and pantry supply requests for NE region offices (NY, Chicago, Toronto, and DC).
• Coordinate new hire locations with IT and ensure setup is completed, including new hire materials, name tags, ensuring space is cleaned and has Tech equipment (monitor, phone, and keyboard).
• Assist Facilities Manager with on‑site office and workstation employee moves.
• Assist Facilities Manager with Service Now ticketing requests.
• Maintain supply closets, monitor and order inventory weekly, place all the orders for Facilities and Mailroom, and expense the costs.
• Create workstation and office name tags and install for all new hires and office moves.
• Remove workstation and office name tags for all terminated employees and office moves.
• Assist with communications with building management teams.
• Manage office inventory for items in storage – maintain and update inventory list.
• Maintain and organize all office keys.
• Coordinate office repair requests through building portal – confirm completion.
• Partner with Mailroom and Facilities Coordinator for all necessary supply orders.
• Manage and coordinate the Mothers Room schedule, serve as point of contact for all nursing mothers returning to work, and ensure all necessary supplies are stocked and available.

• BA/BS from an accredited University or College
• Minimum 1 year of prior relevant facilities or operations, or assistant experience required
• Ability to multitask in a fast-paced environment
• Strong customer service, interpersonal, and communication…