Executive Assistant, Disney Theatrical Group

Job Summary:

About the Role & Team

At Disney Theatrical Group we strive to create a culture of innovation, inclusion, collaboration, and creativity. Stories shape how we see ourselves and everyone around us. As storytellers, we have the power to not only uplift and inspire, but also to champion the spectrum of voices in our world. If you want to help tell compelling, diverse, and enduring stories through live theater, we want to hear from you.

Disney Theatrical Group currently seeks a top-notch, experienced assistant to provide high caliber administrative support to the EVP, Managing Director. This individual will ensure professional, flexible, and efficient office operations to help maximize the value of the executive’s work time, as well as the time of the many staff members and external partners working with him.

This individual must ensure an adaptable and friendly office environment, manage the constant flow of information across multiple projects, and proactively coordinate the demanding work hours and meeting schedule of the EVP.

The ideal candidate will demonstrate superior levels of executive presence, confidence, discretion, sound judgment, maturity, integrity, and organization. You excel in a constantly moving environment with multiple priorities and stakeholders. This role is best suited to an assertive individual who can “read the room” in order to know when to follow; when to lead; when to ask questions; and when to run with a project.

What You Will Do

Responsibilities include but are not limited to:

• Provide consistently expert-level administrative and project support
• Prioritize and manage constantly fluctuating calendar in Outlook. Regularly review daily/weekly/monthly calendar and travel plans and anticipate information on materials required in advance.
• Book, facilitate and frequently shift a very high number of meetings, including communicating with multiple participants and participants’ assistants with time, location, attendees, agenda. Book room, teleconference and/or videoconference as necessary, often across multiple locations and/or time zones. Run office presentation systems for said meetings as required.
• Serve as the “administrative hub” for the functions reporting into the EVP; answer phone calls promptly and cordially; act as “the voice” of EVP and those functions reporting to him.
• Develop and maintain professional quality presentations in Keynote and PowerPoint.
• Attend key meetings and deliver written summaries and action items to relevant stakeholders.
• Coordinate frequent domestic and international travel arrangements and fulfill approvals per internal protocol. Provide accurate travel itinerary and expense summary.
• Learn and manage tasks according to corporate travel and expense policy. Prepare expense reports and ensure corporate credit card payments are processed on a monthly basis with absolute accuracy. Build skills to become an expert SAP and Concur user.
• Consistently maintain order and organization to department and EVP’s office, including electronic and physical filing; order supplies and fulfill department needs as required.
• Consistently maintain and update contacts in Outlook.
• Welcome and host guests/visitors as required including, on rare occasion, greeting guests/visitors at DTG’s productions on nights and/or weekends.
• Support multiple & ongoing all staff initiatives & meetings
• Provide project support as required, at times including off-site support.

Required Qualifications & Skills

• A minimum of 3 years executive-level administrative support experience
• Work experience in the live entertainment industry, preferably in New York theatre and with an understanding of key industry relationships
• Well-versed in all areas of Microsoft Office, including Outlook, Word, Excel; advanced proficiency with Apple products (Mac, iPad, iPhone).
• Ability to operate audio/visual videoconferencing equipment.
• Proven organizational skill, with attention to detail and follow-through.
• Strong verbal, written and interpersonal communication skills.
• Ability to work effectively with diverse and strong personalities.
• Ability to prioritize multiple tasks and maintain a professional demeanor in a fast-paced environment.
• Ability to work overtime when required.
• A passion for live entertainment.

Preferred Qualifications

• Expert-level PowerPoint and Keynote skills
• Knowledge of SAP and Concur
• Work experience within The Walt Disney Company
• BA Degree or equivalent work experience

The hiring range for this position in New York is $64,800.00 – $89,100.00 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.