Executive Assistant, Studios Human Resources

THE INTERNAL TITLE FOR THIS POSITION IS SECRETARY IV

About the Role & Team

As an Executive Assistant, you will provide top-tier administrative support to Human Resource Executives and the HR Business Partner team at The Walt Disney Studios. This role is part of the Disney Studios Team leading critical Business Units, including but not limited to Disney Music Group, R.I.S.E., Disney Theatrical Group, and Emerging Technologies. 

You will take charge of their ever-evolving calendars like a pro, ensuring that every meeting and engagement flows seamlessly. You will also act as a liaison, connecting our team with clients and partners in a way that will inspire collaboration. In addition, you will arrange travel, assist with projects and presentations, all while managing confidential information discreetly.

This role reports to the VP, Walt Disney Studios Human Resources with additional support for three Directors.

Responsibilities

• Provide exceptional administrative support to multiple Human Resources executives and team members, which includes answering phones, scheduling meetings and conference rooms, organizing files, arranging travel, processing expense reports, ordering supplies, handling invoices, and responding to inquiries
• Take full part in the effective management of the office workflow, ensuring timely ownership of projects, conducting basic research for ad hoc projects, overseeing budgets, and facilitating staff communication alongside other critical HR projects and processes
• Collaborate closely with executives to adeptly manage their calendars and time by proactively handling schedules, anticipating and resolving issues promptly, and identifying necessary materials/files for meetings
• Analyze office administrative and procedural challenges, making recommendations and implementing resolutions proactively
• Utilize relevant technologies to develop and maintain an efficient follow-up system, setting priorities, meeting deadlines, and ensuring assignments are completed with minimal direction
• Maintain accurate and timely departmental lists, including emails, office phones, cell numbers, etc.
• Uphold strict confidentiality standards regarding all matters and documents
• Foster a positive environment for interactions within the office and the team
• Perform miscellaneous duties and undertake projects as assigned when needed
• Act as a creative and proactive problem solver within the HR Business Partner team, assisting clients with calendar requests, workflow management, and HR-related questions

 Basic Qualifications

• Proven experience in supporting an executive office as a highly effective and integrated partner
• Background in providing administrative support to executives (Disney experience is advantageous)
• Exceptional interpersonal skills, with the capability to collaborate seamlessly with executives, staff, external associates at all levels, and within a larger departmental team
• Competence in managing intricate office administrative tasks, necessitating independent judgment and initiative
• Expertise in meeting deadlines, prioritizing tasks, and achieving quality outcomes
• Ability to work with a high level of organization, including meticulous attention to detail, and strong follow-up capabilities
• Ability to make informed decisions despite limited information and adapt quickly to changing circumstances
• Maintain a positive and professional demeanor under pressure, while being resourceful and adaptable
• Effective communicator, both verbally and in writing, including drafting email communications and preparing presentation materials
• Work with a strong sense of purpose, competence, authority, and empathy; consistently apply critical thinking to understand and resolve issues
• High proficiency in Microsoft Outlook, Word, Excel, and PowerPoint
• Flexibility with work schedule - some overtime may be necessary

Preferred Qualifications 

• Previous experience in Human Resources/Recruiting
• Previous experience supporting multiple executives in a highly matrixed organization
• A desire to learn new emerging technologies and systems

Preferred Education

• Bachelor’s degree or equivalent experience

Additional Information

• The internal title for this position is Secretary IV