Executive Assistant, Global Publicity - Burbank, United States - Disney

Disney

Verified Company

Burbank, United States

3 weeks ago

Posted by:

Mark Lane

beBee recruiter

Description

Executive Assistant, Global Publicity

Job ID

Location

Burbank, California, United States

Business
The Walt Disney Studios

Date posted
Apr. 23, 2024

Job Summary:

About the Role & Team

The Walt Disney Studios encompasses the creation, production, promotion, sales, acquisition and domestic and international distribution of live-action and animated motion pictures released theatrically in movie theaters around the world, streaming series and content on Disney, DVD releases, live stage plays, and music and soundtrack recordings.

This position will interact with all members of the PR department and other key marketing stakeholders to ensure campaign objectives are met, and plans are updated as direction changes.

The Executive Assistant should possess flexibility and be willing to assume challenges and increased responsibility, as well as keeping an eye out for ways to improve workflows, and increase efficiency within their team.

They must have a strong desire to grow within the job and learn more about Studio Publicity and key initiatives.

What You Will Do:

Provide day-to-day administrative support to Executive Vice President, Global Publicity, including (but not limited to) the following:

Thoughtfully manage complex calendars, protect EVP's time through strategic and proactive calendar management and vetting a variety of meeting requests
Coordinate meetings with all relevant information
Field heavy volume of daily phone calls and maintain accurate phone logs
Arrange travel plans and create detailed itineraries for EVP (and other executives where relevant)
Maintain daily files for meetings (record as needed)
Handle talent/filmmaker jet requests
Liaise with the offices of the Chairman, President of the Studios, President of Marketing, etc. and create/maintain executive schedules and coordinate on the ground logistics for publicity global tours, conventions, film festivals and other events
Filing of reference materials, background and overview information
Preparation of all businessrelated expenses using Concur/SAP travel proxy role in a timely manner and checking all direct reports' expenses are coded appropriately
Regularly correspond with external partners (agencies, internal partners and teams across the company, including internal Global Publicity Team, Pixar, Walt Disney Animation Studios, Lucasfilm and Marvel)
Handle EVP mail and shipping requests, orders supplies/materials and process invoices (when necessary)
Maintain team and film related distribution lists and general office documents
Provide support at publicity events such as press days/junkets, premieres, screening when necessary
Other admin projects as assigned, including research

Required Qualifications & Skills:

A minimum 3 years of experience supporting business executives in large organizations in an administrative role
Maintain standards of strict confidentiality regarding all matters and documents
Ability to make independent decisions when handling sensitive and confidential information, while exercising good judgment and discretion when EVP is out of the office
Very detail oriented and organized, with a proven ability to manage multiple high priority projects and appropriately prioritize work
Proactively anticipate needs of EVP and manage office time efficiently
Ability to maintain an efficient office, files, database, and information
Professional, friendly, easygoing manner to handle varied personalities, responsibilities and assignments
Ability to multitask and deliver under tight deadlines with a calm, professional manner
Excellent written and verbal communications and interpersonal skills to assure successful interaction with senior executives and filmmakers, as well as business unit contacts and key external partners
Highlevel competency in general administrative skills including answering the phone, filing, etc.
Excellent typing skills with proficiency in Microsoft Office Suite including Word, Excel, PowerPoint, Keynote and Outlook for meeting requests and calendaring
Ability to work overtime when necessary
Team player willing to work with other assistants and staff at all levels in support of the marketing team in Burbank and worldwide
Positive attitude and the ability to be proactive, resourceful and flexible