The Business and Legal Affairs Administration team is seeking an Executive Assistant to support the Vice President of Business and Legal Affairs Administration. The Executive Assistant would also provide additional support to the six (6) Contract Administrators and four (4) file room clerks that report to the Vice President. You would be an integral part of the team that is responsible for managing the project development process for the business, legal, and creative affairs groups of Walt Disney Pictures, 20th Century Studios and Searchlight Studios.
**Job Responsibilities**
Organize and coordinate all office operations, including the following:
+ Manage calendar, including scheduling and planning meetings, and preparation of meeting logistics
+ Establish and maintain effective administration systems, including creating and maintaining departmental filing system, source materials, resources, and internal paperless shared drive
+ Screen and prioritize incoming calls, respond to inquiries and resolve issues requiring attention to detail
+ Track and copy courier payments, reconcile all credit card bills, and process using SAP (internal web-based workplace)
+ Maintain internal Business and Legal Affairs contact sheet
+ Coordinate with facilities for cleaning, HVAC, access, keys, and more
+ Handle office supply ordering (food, beverages, office supplies, shredding containers, paper)
+ Handle drive-on passes and parking requests as needed
+ Prepare documents for outgoing distribution
Handle Contract Administrator-related duties:
+ Enter all Actor/Voice Actor agreements into D3
+ Obtain tax forms and ensure they are filled out correctly
+ Prepare payroll vouchers and check requests thru DocuSign
+ Contact agents/attorneys to arrange for pickup/delivery of payments
+ Prepare cover letters
+ Scan and enter documents into DDO and D3
+ Handle payments for Overall Deals and Term Writers
Additional Duties:
+ Handle onboarding for new contractors and employees, including the following: order hardware, obtain access to all drives/folders, order signage, request offices/cubes to be cleaned, request access to building and file room, order furniture, and more
+ Facilitate Records Management and Iron Mountain Requests
+ Assist end users with Edocs, DDO and D3
**Basic Qualifications**
+ At least one year of experience providing professional administrative support
+ Strong proficiency with Microsoft Office Suite including Outlook and Word
+ Comfortable with data entry and database functions
+ Generally tech savvy and adept at learning new skills and programs
+ Professional and highly discreet with maintenance of absolute confidentiality
+ Strong communication skills, including diplomatic and professional handling of telephone and email communications
+ Ability to take initiative, be proactive, resourceful, flexible, and responsible
+ Extremely well organized and attentive to detail
**Education**
+ Required: High school degree
+ Preferred: Bachelors degree
**Additional Information**
The internal title for this position is Secretary IV.
**Job ID:** 10018511
**Location:** Burbank,California
**Job Posting Company:**
The Walt Disney Company and its Affiliated Companies are Equal Employment Opportunity employers and welcome all job seekers including individuals with disabilities and veterans with disabilities. If you have a disability and believe you need a reasonable accommodation in order to search for a job opening or apply for a position, email Candidate.Accommodations@Disney.com with your request. This email address is not for general employment inquiries or correspondence. We will only respond to those requests that are related to the accessibility of the online application system due to a disability.
