We are looking for an Administrative Assistant for an entertainment giant in Burbank, CA.
Must Haves: Concur, Quick learner, excellent communication skills, be sure to ask questions, Coupa and Travel arrangement experience VERY IMPORTANT, someone who is forward thinking, proactive, Detailed and can work independently
Duration: 6 month(s) with the potential to be extended
Pay Rate: $25 $29/hr DOE
Our team is responsible for providing a safe and secure environment for our employees, our guests, our content, our properties, and our brand.
1. Manage multiple high-volume calendars including managing international calls/meetings
2. Create a multi-city travel itinerary, taking into account time zones, weather delays, traffic, and fatigue levels
3. Interface directly with other senior executives and their support teams – your ability to work well with people on all levels is a very important part of your job
4. Review your leader's schedule to build-in time for things like traveling to their next meeting
5. Understand the day's priorities so you can be strategic about managing daily tasks
6. Schedule conference rooms, meetings, and video chats
7. Be ready to throw the entire schedule out the door when an emergency comes up, then pick it up again when the dust settles
8. Handle extremely confidential, sensitive information, remembering that Disney is a publicly traded company
9. Assist with onboarding new employees – you'll be the "friendly face” that newbies count on to answer all their questions, including some who are extremely senior in the organization
10. Act as "casual buyer” of all office supplies for the department, and manage purchase orders and vendor contracts
11. Prepare regular reports and summaries - you'll have tasks that you "own” completely
12. Collaborate on projects by conducting research, writing, and fact-checking
13. Mentor and train early career support professionals in hard skills like computer programs, and soft skills like teamwork
14. Plan high-profile, complex events like global meetings, trainings and offsites as well as smaller-scale gatherings such as service recognition events
- Service entries in SAP
- Manage Invoices
- Ordering supplies/services
- Prepare communications such as memos, emails, invoices, reports and other correspondence
- Write and edit communications, from letters to reports and instructional documents
- Create and maintain filing systems, both electronic and physical
Basic Qualifications:
**Concur a MUST
1. At least 2 years of experience in an administrative role providing direct support to leaders or executives
2. Sharp written and verbal communication skills, including flawless grammar and a rich vocabulary
3. Desire to immerse yourself fully and learn all aspects of your executive's business
4. Ability to multi-task and prioritize deadlines/deliverables
5. Strong proficiency with all types of computers, phones, and office equipment, as well as mastery of Microsoft Office programs, COUPA/SAP, Confluence, Concur, and working in a Windows environment
6. A calm head and steady hand to deal with the unexpected
7. "EQ” skills to build bridges, forge alliances and encourage people to want to work with you
8. Complete reliability in handling confidential, often highly sensitive information
9. Desire to truly be helpful to your leaders and co-workers, to go the extra mile without being asked
10. Some flexibility in your schedule – we value work/life balance, but in a pinch, a bit more time is needed
11. Very strong organizational skills and extreme attention to detail
12. A highly professional demeanor, positive outlook, and a can-do attitude
Preferred Qualifications:
- SAP knowledge/experience - HIGHLY preferred
- Schedule and coordinate meetings
- Schedule appointments and maintain calendars for 2-3 Director level leaders
- Prior experience supporting an executive or several executives at the Director level or above
- Experience at The Walt Disney Company
Required Education:
High School
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