Executive Assistant (Secretary IV)

Job Description

It’s the magic of joining the team that works with all of Disney’s amazing theatrical film banners to bring their brilliant films to the world.  This fast-paced team always has challenges to solve.  If you are an optimistic, creative thinker looking to bring your positive energy to a culture of innovation, collaboration and creativity, we would like to meet you.

Responsibilities: 

• Act as first point of contact for the office for the Head of Studio Operations and VP, Planning. and bringing professionalism to all interactions
• Perform administrative duties including, but not limited to, screening and routing phone calls, managing calendars, processing invoices and expense reports, creating presentation materials, scheduling meetings requiring significant coordination and follow up, and ensuring timely and effective communications
• Perform the role of a proactive partner and collaborator to the leader and team, contributing to a positive work environment for all
• Manage time wisely and prioritize effectively in a fast-paced environment where change is constant
• Manage the planning, coordination, and execution of business travel, including trip logistics and itinerary, meeting coordination, and support of executives when traveling. 
• Create presentations using PowerPoint, Microsoft Word and other software
• Pull reports and maintain databases
• Participate in secretarial team, providing backup to other assistants and contributing to common administrative duties
• Communicate effectively and professionally (written and verbal) with Executive and Senior Executives, and across different internal departments and external partners
• Assist, track, and manage special projects as needed, partnering with the team at large
• Utilize collaboration and other document management tools, such as SharePoint, Teams, Slack, Gatheround and Zoom, to their fullest abilities 
• Manage room access to team managed secured rooms; and partner with security teams for access control requests and visitor approval 
• Coordinate Town Halls, employee appreciation and other virtual and in-person events; assisting in moderation of online events
• Work with both on-site and third party caterers for meetings 
• Detailed note taking during various team meetings 
• Build and maintain good relationships with partners and trusted vendors 

Basic Qualifications : 

• Minimum 2 years experience supporting senior level executives as an executive assistant
• Bachelor’s degree or equivalent combination of work experience
• Ability to take initiative and work with limited direction
• Proficient in Microsoft Word, Excel, Outlook, PowerPoint, Forms, Teams, SmartSheets, Slack, among other tools  
• Proficient in internet-based research
• Proficient in Workday transaction support or with sufficient system experience to learn quickly
• Excellent written, verbal, and interpersonal communication skills to assure successful interaction with all levels of employees and external contacts
• Ability to effectively and professionally interface with high level executives, clients, business associates, and employees
• Ability to work effectively in a team environment
• Ability to handle confidential and sensitive information 
• Ability to exercise good judgment and use discretion
• A self-starter with ability to anticipate issues and proactively problem solve
• Strong organizational and follow-through skills
• Proven experience in multi-tasking and working with multiple people and priorities
• Detail oriented
• Enthusiastic attitude and strong work ethic
• Good customer service skills and excellent telephone manner and friendly demeanor
• May require overtime and flexible work hours when and as business needs dictate 
• Ability to develop and work in a team atmosphere 

Preferred Qualifications : 

• General knowledge and/or experience in the Entertainment industry 
• Prior experience in Disney 
• SAP Casual Buyer and T&E Proxy experience 

The hiring range for this position in Burbank, CA is $64,300.00-$86,200.00 per year based on a 40 hour work week. The amount of hours scheduled per week may vary based on business needs. The base pay actually offered will take into account internal equity and also may vary depending on the candidate’s geographic region, job-related knowledge, skills, and experience among other factors. A bonus and/or long-term incentive units may be provided as part of the compensation package, in addition to the full range of medical, financial, and/or other benefits, dependent on the level and position offered.