Administrative Assistant, Technology & Digital Commerce

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 duties

BASIC 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 situations

PREFERRED 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 preferred

REQUIRED EDUCATION

• High school degree or equivalent

LOCATION

• This position will be based at Kirkman Point 2 building, 7012 Grand National Drive, Orlando, FL

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