Administrative Assistant (Project Hire)

The Walt Disney Company•Vista, FL

15h•Onsite

About The Position

Walt Disney Imagineering is the creative force that imagines, designs, and brings to life all Disney theme parks, resorts, attractions, and cruise ships worldwide. Working across a spectrum of disciplines that range from creative and conceptual to scientific and technical, Imagineers blend an innovative mixture of storytelling, art, science, and technology to create immersive experiences, memorable destinations, and innovative entertainment for families around the globe. Nearly every project at Walt Disney Imagineering includes a first-of-its-kind. Innovation is in our DNA, and Imagineers constantly push the boundaries of technology and invent new goals as well as the solutions to achieve them. As Imagineers, one of our greatest rewards is knowing that the experiences and environments we create inspire others. The diversity of expertise at Imagineering makes us uniquely capable of influencing positive change in our communities and around the world. And knowing that we have helped make a difference is incredibly fulfilling and inspiring for all of us. Provide administrative support to a WDI Project Team. Act as the primary contact for all incoming communication and ensure interactions are handled in a professional manner. Proactively manage team members (if needed) calendar, coordinate meetings, plan and execute travel arrangements. Ensure daily prioritization of communication, meetings, and action items. Prepare executive level presentations, emails, spreadsheets and other correspondence. Provide overall office administration and organizational task support, including maintaining electronic filing systems, preparing expense reports and processing workflow requirements through SAP/Workday. Manage all work with the highest degree of confidentiality – exercising discretion, judgment and diplomacy. Display initiative, ingenuity and constant communication as a consistent means of accomplishing these activities. Working hours for the project team will vary by business need, the project support role hours are 8:00 am to 5:00pm. If a need should arise requiring flexibility in your hours, please discuss with the team in advance. You will report to Superintendent Principal. This is a Project Hire position without any guarantee of permanent placement.

Requirements

Minimum three years of proven administrative experience in a corporate environment or on a project team
Positive team player with an enthusiastic attitude and strong service orientation
Strong verbal, written, and interpersonal communication skills
Demonstrated ability to be proactive, self-motivated, and anticipate team administrative needs
Exemplary planning, organizational, and time management skills, with the ability to set priorities and meet deadlines
Ability to prioritize multiple tasks, manage competing demands, and adapt quickly in a fast-paced environment
Strong sense of accountability for assigned tasks and pride in work produced
Strong interpersonal skills with the ability to work effectively across multiple levels of management
Demonstrated computer proficiency in a Windows environment, including Word, Excel, PowerPoint, Outlook, Keynote, Workday, video teleconferencing and telepresence tools, Adobe Acrobat Pro, and Visio, with the ability to learn new technologies across Mac, iPhone, and iPad platforms
Flexibility with work schedule
High School education or equivalent experience

Nice To Haves

Knowledge of The Disney Company policies, procedures, and offerings
Bachelor’s degree or equivalent

Responsibilities

Be proactive in assisting with visitors
Assist in coordination of WDI lead executive walks
Set up conference rooms and handle tear-down before and after meetings
Anticipate executive and non-executive meeting needs, including meeting room selection, room setup, and catering
Coordinate meetings, schedules, tours, and presentations with leaders and their assistants
Maintain knowledge of VTC systems and support meeting technology needs
Inventory office and trailer supplies on an ongoing basis and order depleted stock in accordance with WDI processes
Monitor custodial services and alert management to any issues or concerns requiring resolution