Admin Assistant ID-21940
Job Description:
Are you a born organizer? Do you keep your cool under pressure? Do you have experience supporting a high-level executive? And do you have a desire to be a true partner to the executives and teams you support? If you are nodding your head, then a Senior Executive Support Professional position in Disney Experiences at The Walt Disney Company might be right for you.
Our Senior Executive Support Professionals are highly respected because their skills are quite simply, essential. In this role, you will be part of a dynamic, fast-paced Human Resources team supporting a variety of business units across the US. You would be supporting three leaders, while working with some of the most creative, intelligent people in the business. Join us - a. y today!
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This position currently reports to a Vice President, Human Resources as well as a Director, Human Resources.
About You - Responsibilities
You would be responsible for the day-to-day workings of the leaders you support who provide Human Resources leadership to a variety of our US-based business units. In this role, you would interface directly with senior executives and their support teams. You would also handle extremely confidential, sensitive information, answer phone calls directing them as appropriate, schedule in-person and virtual meetings, prepare presentations, and draft emails and letters on behalf of your leader(s). Most importantly, this job is very much about people. The relationship you form with the executive(s) you support is absolutely critical because that is what enables you to become a true partner. In addition to understanding your executive's business -- and business needs -- inside and out, you will also need deep knowledge of the leadership and workings of our Experiences segment, and of related departments across the Disney enterprise. The ideal candidate would not only have strong administrative knowledge and skills, but would also have a positive attitude, be solution oriented and enjoy working every day to exceed the expectations of Cast Members.
On any given day you might:
- Interface directly with other senior executives and their support teams - your ability to work well with people on all levels is a very important part of your job.
- Manage multiple calendars to enable efficient scheduling of requested meetings across multiple time zones.
- Schedule conference rooms, meetings, and video chats.
- Understand the day's events so you can be strategic about how you direct competing priorities.
- Be ready to throw the entire schedule out the door when an emergency comes up, then pick it up again when the dust settles.
- Handle extremely confidential, sensitive information, remembering that Disney is a publicly traded company.
- Prepare regular reports and summaries including time reporting and financial accounts - you will have tasks that you "own" completely.
- Assist with preparation of presentations and other client-facing communications.
- Collaborate on projects / Cast requests by conducting research, writing and fact-checking.
- Create a multi-city travel itinerary, considering time zones and other critical factors.
- Assist with on-boarding new employees - you will be the "friendly face" that newbies count on to answer all their questions, including those who are extremely senior in the organization.
- Mentor and train other support professionals in hard skills like computer programs, and soft skills like teamwork.
- Act as "casual buyer" of all office supplies for the department and manage purchase orders and vendor contracts.
- Manage external inquiries for products and services (e.g., sales calls from external vendors and organizations).
- Flexibility to back up other departments when needed.
Here is what you will need to be successful in this role:
- At least 5 years supporting an Executive and/or equivalent experience.
- Sharp written and verbal communication skills, including flawless grammar and a rich vocabulary.
- Strong PowerPoint and graphic design skills, combined with the ability to take a verbal story, and turn it into a clearly defined, visual representation.
- Ability to multi-task and prioritize deadlines/deliverables.
- Strong proficiency with all types of computers, phones, and office equipment, as well as mastery of Microsoft Office programs, SAP, Confluence, Concur, and working in a Windows environment.
- A calm head and steady hand to deal with the unexpected.
- "EQ" skills to build bridges, forge alliances and encourage people to want to work with you.
- Complete reliability handling confidential, often highly sensitive information.
- Confidence to learn new programs when necessary.
- Some flexibility in your schedule - we value work/life balance, but in a pinch, a bit more time is needed.
- Very strong organizational skills and attention to detail.
- A highly professional demeanor, positive outlook, and a can-do attitude.
It would be great if you also had these skills:
- Experience at The Walt Disney Company.
- Experience working in a large public corporation.
- Good knowledge of various graphic arts programs.
Education is important to us, here is what we are looking for:
- Required-Bachelor's degree and/or equivalent experience.
