Administrative Assistant, Technology & Digital Commerce
Company: Disney Parks, Experiences and Products
Location: Orlando
Posted on: May 26, 2023
Job Description:
Administrative Assistant, Technology & Digital Commerce Seeking
a strong Executive Support Professional with a self-starter
mentality who is flexible and able to multi-task to support SVP,
Technology & Digital Commerce organization within Disney Parks,
Experiences and Products (DPEP) . This role contributes to the
overall success of the team by coordinating confidential and
complex administrative tasks with limited direction and represents
the office of the Commerce Technology organization, providing a
high level of service and support in close partnership with the
leader for the Commerce Strategy and Planning team/Chief of
Staff.The ideal candidate effectively contributes and/or carries
out a variety of tasks including, but not limited to, thoughtfully
managing complex calendars, handling expenses and travel, ensuring
timely and effective highly confidential communications/follow-ups
with the utmost discretion, and proactively problem solves /
pitches in to assist with various activities as needed. This person
is also key in keeping team morale up, both virtually and in person
through Cast recognition efforts, and will assist with planning
large, high-profile internal events such as town halls, off-sites,
team-building activities, and other functions and meetings. The
ability to create captivating content (both PowerPoint/Keynote and
written memo style) to tell a compelling story is not required but
would be highly preferred.RESPONSIBILITIES Administrative
Support
- Screen and prioritize incoming meeting requests, emails, and
phone calls
- Manage a complex calendar with the ability to coordinate
ever-changing calendars and last-minute urgent meetings among
executive teams operating across multiple time zones
- Continuously optimize calendar & meetings based on an
understanding of the business domain and priorities
- Provide a weekly bird's eye view of the upcoming week
highlighting pending tasks & important events
- Work closely with the Chief of Staff and Commerce Strategy &
Planning team
- Take initiative to complete action items from staff meetings in
partnership with the Chief of Staff, Leaders, and Business
Partners
- Create meeting agendas, capture meeting minutes, and circulate
meeting materials
- Assist with general department tasks, including conference room
requests, ordering supplies, coordinating general maintenance, and
upgrades for office equipment, phones, computers, etc.
- Work in partnership with the SVP leadership team on pitching,
planning, and executing Cast engagement activities year-round
- Coordinate meeting space, conference calls, and/or video
conferences ensuring technology functions properly
- Support time management of executives with prompts to wrap up
meetings when needed, notifying if meetings are running late, and
ultimately ensuring executives are on time
- Own and update the organization distribution lists, hold team
Executive Assistants accountable for keeping theirs up-to-date
- Facilitate internal presentation communications by anticipating
and obtaining advanced materials for SVP in advance of reviews
- Serve as the Administrative Assistant point of contact and
represent the Commerce organization in Admin LT meetings which
involve C-level and SVP level Admins; Responsible for following up
on actions decided at that meeting and cascade as needed to
Executive Assts
- Provide office support such as, but not limited to, tracking
documents, filing expenses, tracking organizational deadlines,
ordering supplies for the team as needed, handling IT and office
services-related matters, and serving as a point of contact for the
team when needing answers. This person is resourceful and will find
the answers to questions if they do not already know the
answer.
- Assist with onboarding new employees Planning, Coordination of
Travel & Events
- Manage booking and coordinating of business travel including
detail trip logistics, itinerary, meeting coordination, conference
registration, and other related responsibilities such as, but not
limited to, organizing currency, putting together a brief on
culture and locale, etc.
- Process expense reports in a timely manner Special Projects and
Events as Needed
- Work in partnership with the team on pitching, planning, and
executing Cast engagement events year-round including team
celebrations & recognition as needed
- Participate in administrative team meetings and activities,
provide backup to other assistants as needed, contribute to
administrative dutiesBASIC QUALIFICATIONS
- Minimum seven years of experience providing administrative or
executive support
- Minimum of five years using Microsoft Office Suite (Outlook,
PowerPoint, Excel, Word) and related applications such as
Teams
- Experience supporting a dynamic and fast-paced department or
team
- Ability to work across diverse teams with high quality and
professionalism to internal and external members of the team
- Strong attention to detail in managing calendar windowing,
travel time, and attendee confirmation for meetings
- Strong interpersonal and communication skills; ability to
develop rapport with fellow executive assistants and Chiefs of
Staff to support and balance critical business needs
- Self-starter with the ability to perform successfully in a
fast-paced, dynamic environment, and interested in contributing
above and beyond the basic job duties.
- Must be resourceful and comfortable independently navigating
the unknown
- Utilize critical problem-solving skills to work through
challenges
- Demonstrated ability to leverage sound judgment on behalf of
the executive
- Demonstrates confidence, composure, and professionalism when
representing the team either remote or in-person
- Strong organizational and time management skills to proactively
support the executive
- Flexibility and willingness to adapt to changing priorities in
order to execute with appropriate urgency
- Must possess professionalism and discretion with confidential
information
- Demonstrates an aptitude for understanding the business,
function, and company priorities
- Ability to leverage online programs like SmartSheets /
SharePoint as needed
- Experience coordinating large-scale Webinars and Zooms, that
could be hybrid and span multiple time zones
- Flexibility to work overtime as needed in urgent
situationsPREFERRED QUALIFICATIONS
- Proficiency in PowerPoint and or Keynote
- Prior experience or ability to learn Adobe Suite
- Experienced in using data/metrics programs like
SmartSheets
- Experience using Concur preferredREQUIRED EDUCATION
- High school degree or equivalentLOCATION
- This position will be based at Kirkman Point 2 building, 7012
Grand National Drive, Orlando, FL
Keywords: Disney Parks, Experiences and Products, Orlando , Administrative Assistant, Technology & Digital Commerce, IT / Software / Systems , Orlando, Florida
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