What are the responsibilities and job description for the Executive Assistant position at Walt Disney World Resort?
This position supports the Director of Manufacturing at Central Shops and two Senior Managers. You would be responsible for supporting the day-to-day operational needs of the Manufacturing team. In addition to general duties, you would be responsible for overall office administration and balance multiple priorities in a fast-paced, team environment using critical thinking, problem solving, and relationship management.
This is a fully on-site role and is based in Lake Buena Vista, Florida. Relocation will not be available for this position.
You will report to the Director of Manufacturing.
This is a Full-Time role.
What You Will Do
Every day in this role is different! On any given day you might:
Thoughtfully handle complex calendars and be ready to adjust schedules at the drop of a hat.
Ensure the Executive and Senior Managers are prepared for meetings and events. Look ahead and be proactive.
Schedule and host Teams meetings which could include presentation sharing.
Attend meetings to take notes as well as follow-up on action items.
Handle highly confidential correspondence and information with utmost discretion.
Manage Travel & Entertainment expenses for your team.
Proactively resolve issues and pitch in to help.
Coordinate onboarding/offboarding of team members. Ensuring offices are clean and welcoming and supplies, name plates, IT access and other essentials are ready for their arrival.
Track team time off using Labor Reports in SAP.
Plan recognition and team events. Organize service awards and recognition celebrations in close partnership with the Manager to celebrate cast achievements and service milestones.
Order supplies and equipment along with other office management duties.
Prepare reports to be shared with leaders and stakeholders. For example, cast training compliance, overtime utilization, shift bids, vacation planning, and labor utilization to ensure operational efficiency and adherence to company standards.
Compose correspondence on behalf of the Leaders.
Prepare professional PowerPoint presentations.
Work closely with the Executive and Senior Leaders on activities, projects, meetings, event planning and office logistics.
Partner with department administrative staff on office procedures, events, and office logistics.
Coordinate and set-up regulatory training.
Submit Workday salaried headcount requisitions, track open headcount and recruiting efforts.
Monitor Craft Maintenance Council Overtime Equalization.
Assist with opening and managing hourly, union position job postings in accordance with established processes and labor agreements.
Ensure all communication channels (bulletin boards, digital signage, email updates, etc.) are accurate, timely, and up to date.
Monitor and support supervision of building access to maintain a secure and well-controlled facility.
Required Qualifications & Skills
3 years’ minimum experience in an administrative role
Proven success partnering and interacting with all levels of Cast Members/Employees including Executive Leadership
Strong proficiency with standard office tools such as Microsoft Office (Outlook, Word, PowerPoint, Excel), SAP, Coupa, and Concur
Generally tech savvy and willing to learn new skills
Professional and highly discreet while maintaining absolute confidentiality
Effective strong verbal and written communication skills
Ability to be proactive, resourceful, flexible, and responsible
Ability to take initiative and anticipate needs
Extremely well organized and attentive to detail
Ability to partner effectively and work in a team environment
Demonstrated innovative thinking and problem-solving skills
Preferred Qualifications
Prior experience supporting the Director level
Experience working with MyTime and Workday
Familiarity with the Facilities & Operations Services organization and Craft Maintenance Council agreement
Education
Bachelor’s degree or equivalent experience
Additional Information
Disney offers a rewards package to help you live your best life. This includes health and savings benefits, educational opportunities, and special extras that only Disney can provide. Learn more about our benefits and perks at https://jobs.disneycareers.com/benefits.
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