Job Summary:

EXECUTIVE SECRETARY, COMMUNICATIONS AND PUBLIC AFFAIRS

Responsibilities:

No two days are ever the same on our team and this role is critical to ensuring the team can make the most out of their day, operating in the most effective manner possible.  Primary responsibilities will include supporting the Comms and Public Affairs leadership (3 directors), who are each responsible for WDI Communications, External Communications, and Corporate Citizenship. There is a heavy focus on calendar management and coordination, processing invoices, expense reports and other administrative duties. The ideal candidate would not only have strong administrative knowledge and skills, but also have a positive attitude, be solution oriented and enjoy working every day to exceed expectations of Cast Members and Imagineers. 

Seeking candidates with the following attributes: passion for the work, sense of urgency, collaborative, strong communication skills (verbal and written), fast learners, curious, fresh perspective, desire to learn, unflappable, optimistic, and fun.

On any given day you might:

Manage multiple calendars to enable efficient scheduling of requested meetings across multiple time zones, resolve meeting conflicts, anticipate meeting needs, and protect executive time; Should also be able to handle unexpected changes to schedules with flexibility and professionalismInterface with senior leaders’ offices related to various inquiries from Cast, must be comfortable interacting with various levels of leadersAssist with preparation of presentations and other client facing documentsCreate travel itineraries, considering time zones, and other critical factorsSchedule conference rooms, meetings, and coordinate team/office activities as neededAct as “casual buyer” of all office supplies for the department, manage purchase orders, vendor contracts and invoicing reconciliationsFacilitate all shipping/courier needsPrepare regular reports and summaries including time reporting and financial accounts -- you’ll have tasks that you “own” completely;Assist with on-boarding new employees – you’ll be the “friendly face” that new employees count on to answer all their questionsCollaborate with other support professionals to share or learn best practices in hard skills like computer programs, and soft skills like teamworkInput and manage department ticket requests in MIKE (ticket request system)Flexibility to back up other departments when needed

Basic Qualifications:

Experience supporting a director or above and/or equivalent experienceDiscretion and ability to maintain confidentialityMastery of Microsoft Office programs, SAP, SharePoint and ConcurConfidence to learn new programs and tasks when necessaryComplete reliability handling confidential informationSharp written and verbal communication skills, including clean grammar and a robust vocabularyAbility to multi-task and prioritize deadlines/deliverablesStrong proficiency with all types of computers, phones and office equipmentDesire to truly be helpful to your leaders and co-workers, to go the extra mile without being asked, to build solid inter and intra-team relationshipsStrong organizational skills and attention to detailA professional demeanor, positive outlook and a can-do attitude
The hiring range for this position in Burbank, California is $53,300 to $71,300 per year. 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.