Administrative Assistant

Disney Experiences - Celebration, FL

Full-time - Entry Level

Celebration, FL

About the position

The Administrative Assistant will provide comprehensive support to the Vice President of Retail Strategy, Integration and Operations, as well as other executives within the Parks Product Development and Retail team. This role is crucial for managing executive schedules, travel arrangements, expense reports, and various administrative tasks, requiring a high level of professionalism, attention to detail, and organizational skills.

Responsibilities

• Manage heavy calendar scheduling for the Vice President team, coordinating meetings across multiple time zones.
• Proactively address scheduling conflicts and plan for priority meetings.
• Schedule virtual and in-person meetings, including team-building events and conferences.
• Coordinate meeting logistics, ensuring technology functions properly before meetings.
• Arrange complex business travel, including multi-country itineraries and accommodations.
• Prepare executive expense reports and maintain knowledge of travel and expense policies.
• Maintain internal organizational charts and contact sheets.
• Assist with onboarding new hires and address team needs with facilities and IT.
• Serve as the central contact for team equipment purchases and office supply orders.
• Track approved time-off requests and ensure accurate time recording in SAP.
• Create visually appealing executive-level presentations in PowerPoint or Keynote.
• Attend meetings, take minutes, and follow up on action items.

Requirements

• 3+ years of experience supporting a Director or above in a fast-paced, matrixed environment.
• Flexibility to adapt to changing priorities and schedules.
• Proven ability to handle confidential information with discretion.
• Strong prioritization and deadline management skills in a fast-paced environment.
• Exceptional written, verbal, and interpersonal communication skills.
• Ability to interact with all levels of employees and clients.
• High degree of personal initiative and resourcefulness.
• Mastery of Microsoft Office Suite, particularly Outlook, Word, PowerPoint, and Excel.
• Experience with Workday, SharePoint, Box, SAP, and Concur.

Nice-to-haves

• Experience with Microsoft Visio is preferred.
• An undergraduate degree is preferred.

Benefits

• Work/life balance with some flexibility in schedule.
• Opportunity to work remotely on Fridays.