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Executive Assistant

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Executive Administrative Assistant (Supporting VP Level)
Perform administrative duties including, but not limited to, screening and routing phone calls, arranging conference calls, managing calendars, scheduling meetings requiring significant coordination and follow up, and ensuring timely and effective communications

" Primary Admin support to Vice President
" Admin support responsibilities may include multiple executives; include VPs and/or Director level.
" Assist as back up support to other Executives
" Coordinate conference calls, teleconferences and web-based meetings
" Provide additional office support such as distributing mail, filing, faxing, photocopying, scanning and tracking documents, data entry, word processing, and ordering supplies
" Provide general office management support to team, including the maintenance of supplies and handling of building occupancy related matters
" Oversee facility issues and work with building management as needed
" Participate in administrative team, providing backup to other assistants and contributing to common administrative duties
" On-board new employees, including physical and IT access, acquisition of appropriate equipment, providing general team and systems orientation, establishment of remote access and all other necessary functionality requirements

Planning, coordination of travel and events
" Domestic and international business travel, including trip logistics and itinerary, meeting coordination
" Manage the planning, coordination, and execution of business travel (domestic and international), including trip logistics and itinerary, meeting coordination, remote support of executives who are out of the office and expense report processing in a timely manner.
" Coordinate and support the planning of on-site and off-site events and meetings

Assist with special projects and events as needed
" Communication & Correspondence - Interface with various internal Disney departments, Executives and business units
" Assist with correspondence
" Preparing responses to correspondence containing routine inquiries
" Adept in communicating (written and verbal) with Executive and Senior Executives

Post, update and maintain documents to SharePoint and Backlot sites
" Overall administrative assistant duties will be assigned including phone coverage, calendaring various schedules.
" Daily touch bases will take place to review information and schedules.

May participate in larger-scale projects that require weekly, monthly or quarterly touch base meetings.
" 3-5 years' experience and proficient in Microsoft Office components (Outlook, Word, PowerPoint and Excel)
" Minimum of 1 year using business management software (Ex. SAP, PeopleSoft)
" Strong organizational skills are required
" Ability to multi-task and operate within an organization conducting business multiple time zones is required
" Strong interpersonal skills, with the ability to anticipate needs, take initiative, prioritize, meet deadlines, and be resourceful and flexible, while maintaining absolute professionalism and confidentiality
" Prefer 1-2 years' experience with SAP
" Prefer experience with Video TeleConferencing (VTC) equipment
Prefer experience with Apple and Windows desktop systems
" Minimum of 5 - 7 years providing executive level administrative support.
" Prefer 5+ years providing executive level administrative support in large organizations
" Prefer 2 years providing administrative support in technology organizations
" High school diploma or equivalent
" BS/BA or equivalent preferred

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