Assistant to the Managing Partner - CAA Portas

Job Description

JOB DESCRIPTION

CAA Portas, a division of leading entertainment and sports agency Creative Artists Agency (CAA), is the leading management consulting firm dedicated to sport. At CAA Portas, we believe in the power of sport and physical activity to transform lives, communities and nations. We provide inspirational leadership to power this transformation, having fun and showing the passion for doing what we love.  

We help sports leaders across the world on their most important, complex and urgent challenges and opportunities to achieve more for their organisations such as:  

• Delivering significant and sustainable business performance  
• Transforming organisations and developing future sport leaders  
• Driving increased and more effective funding into sport  
• Achieving lasting positive change in society  

The Agency

Creative Artists Agency (CAA) is a leading entertainment and sports agency, with global expertise in film, television, music, theatre, sports, digital media, publishing, sponsorship sales and endorsements, media finance, consumer investing, fashion, brand marketing and licensing, executive search, games, and philanthropy, among other areas.

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. CAA, founded in 1975, 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.

Overview

The Assistant to the Managing Partner acts as the primary gatekeeper and proxy for the Managing Partner, while serving as a key connector across the wider CAA Sports network. With the Managing Partner travelling frequently, this role requires high autonomy, seamless multiple time zone operation, and flexibility outside standard working hours.

Responsibilities to include:

• Act internally as the primary point of contact before the Managing Partner
• Proactive, complex diary management across multiple time zones, anticipating constant schedule shifts
• Full management of frequent business travel— itinerary planning, bookings, logistics, visas, and expenses
• Manage quarterly Partner meetings and other meetings as required; plan in-person meetings (geographic locations may vary), attend meetings, prepare and distribute minutes, and follow-up on action points
• Office management and administration of the Dubai office
• Coordinate group-wide connectivity initiatives  (engagement and team building events, and cross-business projects)
• Proactive business development support — tracking project prospects and pipeline, chasing client deliverables, and initiating intro and follow-up meetings
• Assist the regional HR team with logistics, coordination, and execution during their regional trips and initiatives
• Provide strategic support to other regional Partners and international offices as required by group initiatives
• Any other ad-hoc duties as requested

Requirements

Essential:

• Proven experience operating at an Executive Assistant level, supporting C-suite executives, ideally within a consultancy or professional services environment
• Strong organisational and time-management skills, with excellent attention to detail
• Professional manner with a positive, solutions-oriented attitude
• Ability to thrive in a fast-paced environment
• Exceptional communication and relationship-building skills, with experience liaising with high-net-worth clients, government institutions, and international stakeholders
• Comfortable coordinating across multiple international time zones and managing complex multi-destination travel
• High emotional intelligence and sound judgment, with the ability to make operational decisions autonomously
• Proficient in Microsoft Office, including Word, PowerPoint, and Excel
• Ability to thrive in a fast-paced environment and work both autonomously and within a team
• Experienced and at ease in the VIP and high-profile environment 
• Willingness to work beyond standard hours occasionally, including some weekends, and willingness to travel occasionally
• Excellent verbal and written communication skills

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