Executive Assistant at Walt Disney Imagineering

About the Role & Team

Do you have experience and a passion for supporting senior executives in a fast-paced environment mixing creativity and technology?  Then an Executive Assistant position at Walt Disney Imagineering Research & Development might be right for you.

We’re looking for a proactive, organized, adaptable Executive Assistant to provide exceptional administrative support for two WDI R&D Studio Executives and secondary support for department needs as required.  You’d be a key member of a multidisciplinary, high-visibility team developing new tools, technologies, and techniques for Disney's theme parks, attractions, and resorts worldwide.

What You Will Do

The successful candidate will operate as the primary point of contact for two WDI R&D Executives with an emphasis on managing and prioritizing extremely busy calendars.  You will need to respond quickly and efficiently, anticipating the needs of your executives and always staying one step ahead.  You will demonstrate professionalism, initiative, a results-driven mindset, adaptability, accountability for your work, and a strong team-oriented approach.

Responsibilities

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

Schedule Management & Prioritization

• Manage leader calendars including scheduling meetings, responding to meeting requests, and resolving calendar conflicts in line with leader priorities and studio goals
• Coordinate with other executive calendars, often across multiple locations and time zones
• Proactively prepare leaders for meetings, ensuring adequate travel and preparation time, scheduling any pre-meetings or work sessions, and confirming that all necessary stakeholders are included
• Anticipate future needs with regards to scheduling, communication, follow-up and support
• Exercise judgment and prioritize complex schedules and tasks accordingly

Travel and Events

• Book travel and create detailed itineraries when needed, including complex international trips, event ticketing, and dining reservations
• Coordinate travel planning and reservations with other EAs (if multiple executives are traveling together) to ensure everyone has the same information
• Manage and reconcile expense reports, invoices, and receipts, in accordance with company policies
• Greet and assist visitors for work sessions and special events – including senior executives, strategic partners, and high-profile VIPs – maintaining a high degree of professionalism and confidentiality
• Assist as needed with coordination, both on-site and off-site, of workshops, team events, and demos, including internal and external partners, vendors, and collaborators (agendas, catering, travel coordination, and day-of event management)
• Assist with general departmental tasks, including ordering snacks and stocking supplies

Collaboration & Communication

• Establish positive rapport and strong partnerships with leaders, other assistants, and colleagues
• Regularly handle sensitive information in a discrete and confidential manner
• Efficiently prioritize and respond to incoming messages and meeting requests across multiple collaboration tools and platforms, ensuring timely communication
• Help set up conference rooms for meetings, including basic audiovisual and teleconferencing set up and troubleshooting
• Consistently provide and receive feedback from others in a constructive manner to encourage professional growth and foster an environment of trust and a cohesive team
• Consistently create and support a friendly, professional atmosphere

Required Qualifications

• At least 3 years of experience supporting a senior executive in an administrative support role
• Strong organizational skills, attention to detail, and ability to multi-task
• Proficiency in technology (e.g. Microsoft Office, Excel, PowerPoint, Teams, Zoom) and quick learning of new tools and processes
• Superior interpersonal skills and emotional intelligence in both written and verbal communication
• Demonstrated experience handling confidential and sensitive information
• Demonstrated ability to develop and sustain strong cooperative relationships with subordinates, peers, and supervisors in all relevant functions
• Highly adaptable, with the ability to handle shifting priorities and last-minute changes with a calm head and positive attitude
• Demonstrated ability to both give and receive constructive feedback
• Role is primarily onsite
• Team player with positive/easy-going manner to handle varied personalities, responsibilities and assignments.
• Detailed oriented with the ability to maintain professionalism under pressure
• Flexibility to work overtime as needed in urgent situations
• Ability to work in a matrixed organization, receiving and prioritizing direction from multiple leaders and stakeholders simultaneously

Preferred Qualifications

• 5+ years of administrative experience supporting an executive in a dynamic, fast-paced and demanding environment
• Prior experience with office systems and processes (e.g. SAP, Concur, Workday), preferably within The Walt Disney Company.
• Experience managing media files including asset organization, resizing, watermarking, and large-file exchange
• Interest in experiential entertainment, immersive experiences, and/or new technologies

Education

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

The hiring range for this position in California is $53,300.00-$73,300.00 per year. 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.

Our Benefits: Disney offers a rewards package to help you live your best life. This includes health and savings benefits, educational opportunities and special extras that only Disney can provide. Learn more about our benefits and perks at https://jobs.disneycareers.com/benefits

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Disability accommodation for employment applications

The Walt Disney Company and its Affiliated Companies are Equal Employment Opportunity employers and welcome all job seekers including individuals with disabilities and veterans with disabilities. If you have a disability and believe you need a reasonable accommodation in order to

The hiring range for this position in California is $53,300.00-$73,300.00 per year. 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.