Sr Executive Assistant- Disney Theatrical Group

The Walt Disney Company • New York, NY

13h • Onsite

About The Position

Disney Theatrical Group is seeking an experienced executive assistant to provide high-caliber administrative support to the Executive Producer (EP). This role is crucial for ensuring professional, flexible, and efficient office operations to maximize the executive's work time and support the many staff members, external partners, and artists working with her. The individual will foster an adaptable, respectful, and friendly office environment, manage information flow across multiple projects and time zones, and proactively coordinate the EP's demanding work hours, extensive travel, and meeting schedule. The ideal candidate will possess superior executive presence, confidence, discretion, sound judgment, maturity, integrity, organization, and communication skills. This role requires an assertive individual who can assess interpersonal dynamics to know when to follow, lead, ask questions, or take initiative. The ability to anticipate the EP's needs and proactively prepare her for upcoming tasks and schedules is essential.

Requirements

• 3+ years executive-level administrative support experience.
• Work experience in the live entertainment industry, preferably in New York theatre and with an understanding of key industry relationships.
• Well-versed in all areas of Microsoft Office, including Outlook, Word, Excel; advanced proficiency with Apple products (Mac, iPad, iPhone).
• Expert-level PowerPoint and Keynote skills are an absolute must.
• Knowledge of operating audio/visual videoconferencing equipment.
• Proven organizational skills, with attention to detail and follow-through.
• Strong verbal, written and interpersonal communication skills.
• Success working effectively with diverse and strong personalities.
• Success prioritizing multiple tasks and maintaining a professional demeanor in a fast-paced environment.
• Availability to work overtime when required.
• A passion for theatre and live entertainment, with a current understanding of industry news and stakeholders.

Nice To Haves

• BA or equivalent degree/experience.
• Knowledge of SAP and Concur.
• Work experience within The Walt Disney Company.

Responsibilities

• Provide consistently expert-level administrative and project support.
• Prioritize and manage a constantly fluctuating calendar in Outlook.
• Regularly review daily/weekly/monthly calendar and travel plans and anticipate information on materials required in advance.
• Book, facilitate, and frequently shift a very high number of meetings, including communicating with multiple participants and their assistants regarding time, location, attendees, and agenda.
• Book room, teleconference, and/or videoconference as necessary, often across multiple locations and/or time zones.
• Serve as the central point of contact for the functions reporting into the EP; answer phone calls promptly and cordially; manage communications with professionalism on behalf of the EP and those functions reporting to her and be well-versed at pollinating information.
• Be the front line of communication for artists working with DTG including, directors, choreographers, writers, designers, and agents.
• Develop and maintain professional quality presentations in Keynote and PowerPoint.
• Attend key meetings and deliver written summaries and action items to relevant stakeholders.
• Coordinate very frequent domestic and international travel arrangements and fulfill approvals per internal protocol.
• Provide accurate travel itinerary and expense summary, including planning multiple-location travel and coordination with various stakeholders in each location.
• Learn and manage tasks according to corporate travel and expense policy.
• Prepare expense reports and ensure corporate credit card payments are processed on a monthly basis with absolute accuracy.
• Build skills to become an expert SAP and Concur user.
• Consistently maintain order and organization to department and EP’s office, including electronic and physical filing; order supplies and fulfill department needs as required.
• Consistently maintain and update contacts in Outlook.
• Welcome and host guests/visitors as required including, on rare occasions, greeting guests/visitors at DTG’s productions on nights and/or weekends.
• Prepare biographical information on various artists that EP is meeting and working with.
• Provide project support as required, at times including off-site support.

Benefits

• A bonus and/or long-term incentive units may be provided as part of the compensation package, in addition to the full range of medical, financial, and/or other benefits, dependent on the level and position offered.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: Associate degree