Executive Assistant, Studio Global Publicity

It’s the magic of immersing yourself in a motion picture masterpiece, or a new track from your favorite band, or the spectacle of a live Broadway show. It’s hard to define and even harder to create, but that’s what we do at The Walt Disney Studios. Ours is a culture of innovation, collaboration and creativity. We raise the bar, then step over it, blazing trails through the production and distribution of world-class entertainment around the globe. If you want to help tell compelling, enduring stories through movies, music or stage plays, then we want to hear from you.

Imagine a career with an organization that brings smiles to millions every day. Imagine working with people whose passion for what they do is simply indescribable. We are The Walt Disney Company, live with a rich legacy of innovation, entertainment, and lifelong memories. With our vast array of both businesses and professionals, you’ll have the opportunity to join a team that’s beloved around the world, and to find out how it feels to love what you do. We invite you to discover for yourself why a career with Disney is the opportunity you‘ve been looking for.

The Walt Disney Studios Global Publicity Team is in search of an enthusiastic and efficient Assistant to provide support to the VP of Publicity. The ideal candidate should have a strong passion for the entertainment industry and a thorough understanding of the PR landscape.

Responsibilities

• Calendar Management for VP: coordinate travel, long-term planning, manage day-to-day meetings
• Handle meeting coordination details including logistics, preparation, invitations, agendas and other materials
• Arrange meetings or conferences by booking conference rooms, issuing meeting requests through Outlook and sending emails and coordinating handouts
• Field heavy volume of phone calls daily and maintain accurate phone log for VP
• Screen and flag important incoming emails to appropriate team members
• Preparation of all business-related expenses ensuring expense reports are completed and filed in a timely manner
• Book and manage screenings for press, talent reps and other publicity-related events
• Handle VP mail and FedEx requests, orders supplies/materials and process invoices (when necessary)
• Point person for budget building and monitoring (junkets, tours, press events, etc.)
• Work with Procurement and Finance to process invoices and manage daily hires
• Assist with booking both domestic and international travel for talent and filmmakers, including private jet requests
• Oversee event transportation and logistics for campaigns (premieres, junkets, press events, etc.)
• Maintain team and film related distribution lists and general office documents
• Create and maintain team documents as requested
   

Qualifications

• 1+ year of administrative experience supporting at the Director/Vice President level
• Extremely detail oriented and organized, with a strong ability to manage multiple high priority projects and appropriately prioritize work and meet deadlines, make decisions and change course of action quickly
• Ability to make independent decisions when handling sensitive and confidential information, while exercising good judgment and discretion when VP is out of the office
• Proactively anticipate needs of VP and manage office time efficiently
• Ability to maintain an efficient office, files, database, and information
• Ability to multitask and deliver under tight deadlines with a calm, professional manner
• Excellent written and verbal communications and interpersonal skills to assure successful interaction with senior executives and filmmakers, as well as business unit contacts and key external partners
• Proven competency in general administrative skills including answering the phone, filing, etc.
• Excellent typing and spelling skills with proficiency in Microsoft Office Suite including Word, Excel, PowerPoint, and Outlook for meeting requests and calendaring
• Technologically savvy
• Strong people skills, including the ability to work effectively as part of a team.
• Ability to be flexible with work schedule. Overtime and weekends required.
• Team player with an easy-going manner to handle varied personalities, responsibilities, and assignments
• Positive attitude, be proactive, resourceful and flexible
• Maintain standards of strict confidentiality with respect to all matters and documents