Executive Assistant
About The Position
At Disney, we are storytellers. We make the impossible, possible. We do this through utilizing and developing cutting-edge technology and pushing the envelope to bring stories to life through our movies, products, interactive games, parks and resorts, and media networks. Now is your chance to join our talented team that delivers unparalleled creative content to audiences around the world. This role will report and provide support to Assistant Chief Counsel, Disney Direct to Consumer Legal as well as other legal professionals within the group, in coordination with administrative colleagues. The responsibilities of the Executive Assistant include managing workflow, setting up new matter files, tracking projects status, calendaring and scheduling, handling complex communications, coordinating weekly updates, and assisting with on-site needs. This role will be a vital part of the support team that keeps the DTC Legal Group moving by responding quickly, anticipating executives' and teams’ needs, and staying one step ahead. Above all else, the successful candidate should be a friendly face who is always willing to help! This role is a full-time nonexempt position, and is based on-site in Santa Monica, California. The successful candidate must be a highly organized, detail-oriented, proactive, adaptable person with excellent written and verbal communication skills. The successful candidate must have the ability to communicate effectively and multitask in a fast-paced environment while maintaining a sense of humor, a willingness to pitch in and help when needed and interacting well with all levels of personnel.
Requirements
- 3+ years of relevant experience
- Interact well with all levels of personnel
- Work effectively in a team-oriented environment
- Must have the ability to be flexible in work situations
- Must have superior organizational skills with the ability to multi-task, prioritize workload efficiently and effectively
- Strong computing skills, including proficiency in Microsoft Word, Excel, Outlook, and DocuSign
- Must be detail-oriented, with accurate input and proofreading skills
- Must be able to work efficiently in a fast-paced, demanding environment while effectively managing deadlines
- Self-starter with ability to multi-task, excellent work ethic and commitment to professionalism
- High school degree or equivalent
Nice To Haves
- Experience with NetDocuments preferable
- Familiarity with technology-related matters preferred
Responsibilities
- Manage calendars including scheduling meetings and appointments, and collaborate with administrative colleagues to effectively schedule meetings and streamline communication
- Conduct thorough contract searches across multiple repositories, increasing access to critical documentation
- Prepare and submit travel and expense reports
- Draft correspondence, manage incoming/outgoing mail and prioritize incoming communications
- Coordinate logistics for meetings, including room bookings and audiovisual set-up
- Monitor and manage shared Legal inbox in Outlook; triage and route incoming legal correspondence to appropriate internal teams
- Oversee subpoena intake process, including distribution subpoenas received via mailroom and shared inbox to appropriate legal and business stakeholders
- Maintain files, coordinate pickup and delivery of materials as requested including scheduling courier and overnight services
- Consistently maintain standards of strict confidentiality with respect to all matters and documents
- Support and collaborate on weekly updates, research projects, and department projects as requested
- Anticipate and avoid potential timing issues to ensure matters run seamlessly/on time
- Periodically provide general office management support to team, including the handling of building occupancy related matters, oversee facility issues, order supplies, and work with building management as needed
- Onboard new employees, including physical and IT access
- Perform special projects and other related duties as assigned or requested
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
