Admin Assistant, Disney Signature Experiences

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’re nodding your head, then an Administrative Assistant position in Disney Parks, Experiences, and Products at The Walt Disney Company might be right for you!

Our Administrative Assistants are highly-respected because their skills are quite simply, essential. In this role, you’ll be part of a dynamic, fast-paced Human Resources team supporting a variety of business units, while working with some of the most creative, intelligent people in the business. Join us – apply today!

This position currently reports to a Vice President and two Sr. Managers of Human Resources.

Basic 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 leaders. Most importantly, this job is very much about people. The relationship you form with the executives you support is absolutely critical because that’s what enables you to become a true partner. In addition to understanding your executive’s business -- and business needs -- inside and out, you’ll also need deep knowledge of the leadership and workings of our Parks, Experiences, and Products 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:

• Understand the day’s events so you can be strategic about how you direct competing priorities
• Flexibility to back up other departments when needed
• Be ready to throw the entire schedule out the door when an emergency comes up, then pick it up again when the dust settles
• Prepare regular reports and summaries including time reporting and financial accounts – you’ll have tasks that you “own” completely
• Mentor and train other support professionals in hard skills like computer programs, and soft skills like teamwork
• Schedule conference rooms, meetings and video chats
• Create a multi-city global travel itinerary, taking into account time zones and other critical factors
• Assist with on-boarding new employees – you’ll be the “friendly face” that newbies count on to answer all their questions, including those who are extremely senior in the organization
• Act as “casual buyer” of all office supplies for the department and manage purchase orders and vendor contracts
• Manage multiple calendars to enable efficient scheduling of requested meetings across multiple domestic and global time zones
• Assist with preparation of presentations and other client-facing communications
• 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
• Collaborate on projects / Cast requests by conducting research, writing and fact-checking
• Manage external inquiries for products and services (e.g., sales calls from external vendors and organizations)
• Handle extremely confidential, sensitive information, remembering that Disney is a publicly traded company

Here’s what you will need to be successful in this role:

• A highly professional demeanor, positive outlook and a can-do attitude
• Comfort with Mac Operating Systems
• 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
• At least 5 years supporting an executive and/or equivalent experience
• “EQ” skills to build bridges, forge alliances and encourage people to want to work with you
• Sharp written and verbal communication skills
• Very strong organizational skills and attention to detail
• Complete reliability handling confidential, often highly sensitive information
• A calm head and steady hand to deal with the unexpected
• 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, Concur, and working in a Windows environment

It would be great if you also had these skills:

• Workday, SAP, and Confluence experience
• Experience at The Walt Disney Company
• Experience working in a large public corporation

Education is important to us, here is what we are looking for:

• Required: High School Diploma
• Preferred: Bachelor’s degree and/or equivalent experience