Sr Executive Assistant- Disney Theatrical Group

Executive Assistant Position

Disney Theatrical Group currently seeks an experienced executive assistant to provide high caliber administrative support to the Executive Producer (EP). This individual will ensure professional, flexible, and efficient office operations to help maximize the value of the executive's work time, as well as the time of the many staff members, external partners and artists working with her.

This individual must ensure an adaptable, respectful and friendly office environment, manage the constant flow of information across multiple projects and time zones, and proactively coordinate the demanding work hours, extensive travel and meeting schedule of the EP.

The ideal candidate will demonstrate superior levels of executive presence, confidence, discretion, sound judgment, maturity, integrity, organization and communication. The ideal candidate must thrive in a constantly moving environment with multiple priorities and stakeholders. This role is best suited to an assertive individual who can assess interpersonal dynamics in order to know when to follow; when to lead; when to ask questions; and when to run with a project. This individual must also be able to see several steps ahead of the EP when possible and work proactively to prepare her for the upcoming day/week etc.

Responsibilities include but are not limited to:

• Provide consistently expert-level administrative and project support.
• Prioritize and manage 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 with time, location, attendees, 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.

Required Qualifications :

• 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.

Desired Qualifications :

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