The Walt Disney Company Executive Assistant - Marketing & Business Development in New York, New York

Seeking a chaos coordinator, who enjoys a super-fast paced, fun, innovative environment. Perform administrative duties including, but not limited to, managing calendars, scheduling meetings requiring significant coordination/follow up, arranging meeting space as well as video and conference calls, ensuring timely and effective communications, managing departmental invoices, and booking extensive travel.

Responsibilities : Primary Admin support to SVP of Marketing and SVP of Business Development

  • Heavy calendar management: ability to stay on top of ever changing calendars and coordinate last minute, urgent meetings amongst executive teams operating across multiple time zones

  • Coordinate meeting space, conference calls, or video conferences (ensure the technology functions properly)

  • Ensure executives are running on time when in back to back meetings, send prompts to wrap up when needed, and if late, notify the next meeting

  • Provide office support such as photocopying, scanning and tracking documents, and ordering office supplies

  • Provide general office management support including the maintenance of supplies and handling of IT and office services related matters

  • Notify facility teams of issues occurring in the office

  • On-board new employees: request seating, IT access, acquisition of appropriate equipment, providing general team and systems orientation, establishment of remote access and all other necessary functionality requirements

Planning, coordination of travel and events

  • Manage the booking and coordination of domestic and international business travel, including trip logistics and itinerary, meeting coordination, registering for conferences

  • Business entertainment planning, ie: researching/planning meals/meeting spaces out of town, making reservations

  • Process expense reports in a timely manner

Provide support to Marketing and Business Development teams

  • Assist team VP’s (4 in total) with meeting coordination and conference room booking as needed

  • Manage invoicing for both departments, working with vendors as well as A/P and Finance as needed, tracking invoices until payment

  • Function as a Disney Casual Buyer procuring any catering needs or other such procurement needs for the departments

Assist with special projects and events as needed

  • Participate in administrative team meetings and activities, provide backup to other assistants as needed, contribute to common administrative duties

  • Plan team celebrations as needed

Basic Qualifications :

  • Minimum of 1-3 years using Microsoft Office components (Outlook, Word, PowerPoint and Excel)

  • Possess the ability to push for what the executives are requesting while also acting as a gatekeeper to ensure priorities are kept at the forefront of the day/week

  • Strong interpersonal and communication skills; ability to develop rapport with fellow executive assistants at Disney Streaming Services, Disney Corporate, and ESPN

  • Self-starter who acts with a sense of urgency and intuitive ability to anticipate needs; treat every task for the executives as urgent as this is key to success within fast paced, tech environment

  • Must be resourceful and comfortable independently navigating the unknown

  • Solid organizational skills required as this role acts as the support/go-to resource for everything from HR to office management questions from the team

  • Flexibility and willingness to adapt to changing priorities

  • Must possess professionalism and discretion with confidential information

  • Comfortable using business management software, ie: SAP and Concur

Required Education :

Bachelor's degree and/or equivalent work experience.

Job ID: 584798BR

Location: New York,New York

Job Posting Company: Media Networks