Receptionist

• 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 pencil’s and pads are stocked up and room temperatures are at a comfortable setting.
• Taking meeting room and conference bookings for all agents (including Cisco and BlueJeans bookings), liaising with other CAA offices and working to different time zones. Managing and updating the meeting room calendar.
• Acting as the primary point of contact for Conference Rooms in LA – e.g. responding to audio and visual sound check requests for all video conferences connecting to LA.
• Acting as a first 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.
• Booking couriers and taxis as required, following standard procedures for booking and logging.

• 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 VC/Cisco meeting with a US based agent. 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.

• Franking and posting mail using the franking machine and correct postage materials.
• Handling out the post to the office when it arrives each morning, as well as distributing parcels

• Informing I.T of any technical problems with conference room equipment.
• 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.
• Managing the ordering and supply of magazines to the office and distributing on arrival.

• 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.

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