Executive Secretary

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 professionalism
• Interface with senior leaders’ offices related to various inquiries from Cast, must be comfortable interacting with various levels of leaders
• Assist with preparation of presentations and other client facing documents
• Create travel itineraries, considering time zones, and other critical factors
• Schedule conference rooms, meetings, and coordinate team/office activities as needed
• Act as “casual buyer” of all office supplies for the department, manage purchase orders, vendor contracts and invoicing reconciliations
• Facilitate all shipping/courier needs
• Prepare 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 questions
• Collaborate with other support professionals to share or learn best practices in hard skills like computer programs, and soft skills like teamwork
• Input 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 experience
• Discretion and ability to maintain confidentiality
• Mastery of Microsoft Office programs, SAP, SharePoint and Concur
• Confidence to learn new programs and tasks when necessary
• Complete reliability handling confidential information
• Sharp written and verbal communication skills, including clean grammar and a robust vocabulary
• Ability to multi-task and prioritize deadlines/deliverables
• Strong proficiency with all types of computers, phones and office equipment
• Desire 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 relationships
• Strong organizational skills and attention to detail
• A professional demeanor, positive outlook and a can-do attitude