Executive Assistant (Secretary IV)

JOB DESCRIPTION 

 
Provide invaluable day-to-day administrative support to one or more Labor Relations executives by acting as the 1st point of contact for union business representatives, business agents, other studio labor executives, the Alliance of Motion Picture and Television Producers (AMPTP), internal management/staff employees, production executives and production management.  Also establish and maintain effective administrative and filing systems, answer  phone calls and manage the phone (incoming/outgoing calls) and task status log, coordinate a hectic bargaining schedule with travel arrangements, prepare and  for meetings and negotiations, prepare and reconcile expense reports, maintain contact information, research a variety of matters (which may include utilizing the internet) and perform other duties, as assigned. 

The ideal candidate will be highly organized, professional under pressure, proactive, willing to take initiative, flexible, resourceful, collaborative, confidential, and able to multi-task various projects from inception to completion. 

RESPONSIBILITIES  

• Manage meeting and negotiations calendars 

• Interact with a wide range of people in a professional, proactive, and courteous manner 

• Assist and at times manage projects from inception to completion (responsibilities may vary from scheduling and coordinating to actual research and creation of project) and report back once tasks have been completed 

• Partner with internal team to compile information and to ensure reports and summaries are accurate 

• Prepare (and occasionally) create PowerPoint presentations for internal (and occasionally external) purposes 

• Build teams and establish relationships regardless of title and level 

 
QUALIFICATIONS 

Required 

• College Degree or equivalent work experience 

• 2+ years administrative experience in the entertainment industry 

• Demonstrated ability to anticipate problems, problem solve and know when to escalate issues in a timely manner 

• Demonstrated ability to prioritize and meet deadlines 

• Strong people skills, including the ability to work effectively as part of a team and with demanding personalities 

• Impeccable phone etiquette and exceptional interpersonal skills 

• Demonstrated professional communication skills, both verbal and written 

• Strong working knowledge and proficiency with PC and MAC business tools, i.e., Microsoft Suite - Outlook, Teams, Word, Excel, PowerPoint, etc. 

• Must have knowledge of the entertainment industry and knowledge of key players is highly desirable 

• Knowledge of and familiarity with unionized workforces 

• Some knowledge of CONCUR Travel/Expense and American Express reservation systems is a plus. 

Preferred 

• Proven knowledge of Walt Disney Company policies and procedures preferred 

• Labor Relations experience is preferred