Executive Assistant, WDI Design & Planning Studio

Job Summary:

About the Role & Team

Do you have deep experience supporting a very high-level executive? Are you known for keeping your cool under pressure? Then an Executive Support Professional position in Walt Disney Imagineering (WDI) at The Walt Disney Company might be right for you.

We’re looking for an energetic, hard-working, and team-oriented Executive Assistant to support our WDI Design and Planning (D+P) Studio team. The Executive Assistant will provide exceptional administrative support to the D+P Studio Executives and secondary support to additional leaders as needed and assigned.

What You Will Do

You will operate as the primary point of contact for D+P Executives with an emphasis on complex daily scheduling and project support. This Executive Assistant is an integral member of the WDI D+P executive support team and plays a key role in helping cultivate a strong and vibrant studio culture! In this role, you may not only find yourself at the center of our studio’s executive team “hub”, but also working as a trusted partner to individuals in departments throughout the studio. Therefore, the position requires a positive & engaging demeanor, exemplary service orientation, a high level of organization, independent problem solving and the ability to proactively, accurately and responsively deliver several tasks/projects, sometimes simultaneously. To be most effective, you will be collaborative, organized, curious and willing to learn. You will possess a personal commitment to equity, inclusion and belonging to help us cultivate Imagineers who can bring their fullest talents to the studio.

On any given day, your role may require you to complete many of these tasks:

Schedule Management & Administration

• Proactively manage leader(s) and team calendars with an understanding of leader and studio goals
• Exercise judgment and prioritize complex schedules and tasks accordingly
• Proactively prepare leader(s) for meetings, ensuring that agendas are prepared in advance, communicated and that key leadership and management are aware of and involved in critical meetings
• Anticipate future needs and problems with regards to scheduling, communication and support
• Effectively meet deadlines through multi-tasking, prioritizing and delegating
• Book travel and create detailed itineraries when needed
• Manage and reconcile expense reports, invoices and receipts, and flag upcoming expenses for budgetary purposes
• Successfully run day to day tasks and operations, which may include but are not limited to: Phone, email and mail correspondence, shipping, contacts and electronic paper files, working meals and catering needs, office supply needs, and organizational charts

Communication

• Speak on behalf of and represent leader in conversations and meetings in leader’s absence using a high level of diplomacy, judgment with autonomy as needed
• Regularly handle sensitive information in a discrete and confidential manner
• Accurately communicate and collaborate with production or operational departments or people at all levels
• Draft communications on behalf of and in the style of leader(s) as requested
• Build and/or assemble presentations/decks to communicate strategies and initiatives
• Create and support a friendly professional atmosphere within the team and department
• Establish positive rapport with other assistants, operations teams, production departments, and studio leadership
• Take on advisory and advocate role within team, providing support to the department and other assistants as needed

Special Projects

• Project manage initiatives, programs and one-off projects as needed in support of leader(s) goals and assignments
• Plan and execute both small and large events including studio-wide meetings, on and off-site meetings, large presentations, social events, morale/team building events, etc.
• Work with individuals outside of the company on a variety of activities which may include scheduling visiting Executive or VIP meetings and arranging for all necessary event details (agendas, catering, travel coordination and day-of event management)
• Participate in the hiring process as needed
• Provide leadership, assistance with training, and mentorship within the assistant community; provide backup for assistant positions across the department or studio when necessary

Required Qualifications & Skills

• At least 3 years of experience supporting an executive in an administrative support role
• Proficiency in technology required to perform the role (may include Microsoft Office, Excel and PowerPoint), and a quick learner of new applications
• Superior interpersonal skills and baseline emotional intelligence in both written and verbal communication
• Ability to maintain composure in high pressure situations and effectively “read the room”
• Strong organizational skills and attention to detail
• High levels of trust, customer service, professionalism, punctuality and reliability
• Ability to make others comfortable and at ease
• Ability to effectively communicate and connect with both creative and technical people and engage with individual contributors and Senior Executives with an equal level of respect and composure
• Initiative to learn new skills, studio procedures, and pipeline through self and studio education
• Ability to work onsite and work overtime, as needed

Preferred Qualifications

• 5+ years of administrative experience supporting an executive in a dynamic and demanding environment
• Experience using Disney systems and processes, or an equivalent large-scale company
• Adobe and Photoshop skills
• Advanced Excel skills including pivot tables and basic formulas
• Experience in SAP/Workday
• Design and/or Construction industry experience

Education

• Required: High school diploma
• Preferred: BA/BS or equivalent preferred

The hiring range for this position in Glendale, CA is $63,400.00 to $85,000.00 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.