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Cinderella Castle

Executive Secretary - HRDI

Job ID 502279BR Location Burbank, California, United States Business Disney Parks & Resorts Brand Disney Parks & Resorts Category Parks Professional Date posted 11/13/2017
“We create happiness.” That’s our motto at Walt Disney Parks and Resorts. And it permeates everything we do. At Disney, you’ll help inspire that magic by enabling our teams to push the limits of entertainment and create the never-before-seen!

Responsibilities

Provide support for the Director, Human Resources Business Partner and HR Business Partner team. Demonstrate the ability to blend a positive attitude, flexibility, discretion and command while managing multiple priorities including preparing written communication, expense reports, spreadsheets, presentations, meeting notes, copying, filing, and telephone coverage. Coordinate multiple meetings and calendars, make appropriate decisions, and take a proactive approach to ensuring the office and team is organized and efficient. Perform as a proactive member of the team while supporting the Director and Senior Managers, including contributing ideas for continuous improvement and providing back-up support to other Administrative Assistants and Executive Secretaries as part of the broader HR/DI team as needed.

Seeking a candidate with exceptional delivery of assertive professionalism, a self-starter able to anticipate needs and handle confidential information, offer creativity to initiate enhancements and maximize work products, drive work products and showcase action-oriented follow-through, master technology and a variety of computer programs, be flexible with work schedule and meet impromptu demands, collaborate with and guide the administrative team, gain familiarity with merchandise operations.

Responsibilities include:

Calendar Management
  • Proactively, accurately and effectively manage the leader’s calendar to increase productive time, minimize travel and small pockets of open time.
  • Have an awareness of appropriate priorities for the leaders that can change and evolve with the business needs. Schedule and accept meetings accordingly, reviewing with leaders where unclear. Effectively communicate declines to meetings in a timely manner, determining any critical items or requirements that may still be required of the leaders. Help to ensure a meeting proxy is identified if required.
  • Proactively review the upcoming days’/weeks’ schedule and needs to minimize last minute changes and conflicts.
E-mail
  • Proactively identify and provide leaders with meeting documents prior to meetings, to ensure they are prepared appropriately.
  • Ensure urgent matters with clients and the team are addressed in a timely manner.
  • Have the appropriate level of departmental and site business knowledge and awareness to respond to and direct inquiries received.
  • Maintain an accurate and comprehensive contacts list in Outlook.
Telephone
  • Ensure phones inquiries are answered in a professional manner and with a service mindset during business hours
  • Have the appropriate level of departmental and site business knowledge and awareness to respond to and direct inquiries made to you.
Meeting Support
  • Solicit advanced input on agenda items from participants where appropriate. Prepare and send out meeting agendas as required to meeting participants.
  • Accurately transcribe, synthesize and distribute meeting notes where required.
  • Manage action items from meetings as requested by leaders, to ensure they are communicated, assigned or resolved.
Planning and Organization
  • Maintain effective systems and processes that ensure ability to manage information, responsibilities and tasks.
  • Maintain effective systems and processes to track and proactively remind the leaders of critical deliverables and deadlines.
  • Recommend and implement planning and organization best practices that can maximize leaders’ efficiency and effectiveness. Leverage technology where appropriate in accomplishing this responsibility.
Attention To Detail
  • Ensure all work product is thorough and accurate, while maintaining an adequate level of productivity and efficiency.

Basic Qualifications

  • Minimum five (5) years administrative experience in a corporate environment with proven success interacting, partnering and networking with all levels of management, including executives (directors and vice presidents) in a fast-paced dynamic environment
  • Excellent written, verbal and interpersonal communication skills to assure professional interaction with senior executives, internal partners, and external contacts. Strong command of English grammar skills with an ability to prepare correspondence from notes, meetings and author documents and reports
  • Demonstrated strong organizational skills with attention to detail
  • Ability to appropriately respond to and resolve cast and guest issues with little direction
  • Ability to work effectively in a team environment
  • Ability to manage time wisely and prioritize effectively
  • Anticipate needs, take initiative, proactively problem-solve using sound judgment and handle confidential and sensitive information
  • Enthusiastic attitude and strong work ethic
  • Strong computer/technology skills, including but not limited to Microsoft Word, Excel, Outlook, PowerPoint, Visio, SAP (T&E, Field Representative, Employee ESS, VoluntEAR hour recording), Internet explorer and internet-based research
  • Strong organizational and follow-through skills, orderly and detail-oriented with ability to handle multiple work streams simultaneously, prioritize work and accurately and efficiently archive documents and work products
  • Proven knowledge of the WDPR culture, structure and operating practices
  • Preferred Qualifications
  • Minimum 3 years executive secretarial experience supporting Director level or above
  • Familiarity with Walt Disney Parks and Resorts

Required Education

  • High School Diploma

Preferred Education

  • Bachelor's degree

Company Overview

The Walt Disney Company is a world-class entertainment and technological leader. Walt’s passion was to continuously envision new ways to move audiences around the world—a passion that remains our touchstone in an enterprise that stretches from theme parks, resorts and a cruise line to sports, news, movies and a variety of other businesses. Uniting each endeavor is a commitment to creating and delivering unforgettable experiences — and we’re constantly looking for new ways to enhance these exciting experiences. Bring your individual talents here and discover for yourself why a career with Disney is the opportunity you’ve been looking for.
“It takes people to make the dream a reality.” Walt was on to something when he said that, and it continues to ring true today. No matter the stage in your career, being a part of Walt Disney Parks & Resorts means being a part of a team where you help bring innovation to life through unsurpassed products, services and most importantly remarkable experiences. As a Cast Member you are the steward and connection to our legacy and the backbone of our thriving innovations. Join our team and watch your dreams come true.

Additional Information

This position is a legal entity of Walt Disney Parks & Resorts, an equal opportunity employer.

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