Executive Assistant, Global Publicity

About the Role & Team

The Walt Disney Studios encompasses the creation, production, promotion, sales, acquisition and domestic and international distribution of live-action and animated motion pictures released theatrically in movie theaters around the world, streaming series and content on Disney, DVD releases, live stage plays, and music and soundtrack recordings.

The Walt Disney Studios Global Publicity Team is in search of an enthusiastic and efficient Executive Assistant to provide support to the EVP of Publicity in the execution of theatrical and streaming global publicity campaigns for Walt Disney Studios, Disney+ and Hulu features and series. The ideal candidate should have a strong passion for the entertainment industry and a thorough understanding of the PR landscape.

This position will interact with all members of the PR department and other key marketing stakeholders to ensure campaign objectives are met, and plans are updated as direction changes. The Executive Assistant should possess flexibility and be willing to assume challenges and increased responsibility, as well as keeping an eye out for ways to improve workflows, and increase efficiency within their team. They must have a strong desire to grow within the job and learn more about Studio Publicity and key initiatives.
 

What You Will Do

Provide day-to-day administrative support to Executive Vice President, Global Publicity, including (but not limited to) the following:

• Thoughtfully manage complex calendars, protect EVP’s time through strategic and proactive calendar management and vetting a variety of meeting requests

• Coordinate meetings with all relevant information

• Field heavy volume of daily phone calls and maintain accurate phone logs

• Screen and flag important incoming emails to appropriate team members, manage junk email, maintain and set up email rules

• Arrange travel plans and create detailed itineraries for EVP (and other executives where relevant)

• Maintain daily files for meetings (record as needed)

• Handle talent/filmmaker jet requests

• Liaise with the offices of the Chairman, President of the Studios, President of Marketing, etc. and create/maintain executive schedules and coordinate on the ground logistics for publicity global tours, conventions, film festivals and other events

• Filing of reference materials, background and overview information

• Preparation of all business-related expenses using Concur/SAP travel proxy role in a timely manner and checking all direct reports’ expenses are coded appropriately

• Regularly correspond with external partners (agencies, internal partners and teams across the company, including internal Global Publicity Team, Pixar, Walt Disney Animation Studios, Lucasfilm and Marvel)

• Handle EVP mail and shipping requests, orders supplies/materials and process invoices (when necessary)

• Maintain team and film related distribution lists and general office documents

• Provide support at publicity events such as press days/junkets, premieres, screening when necessary

• Other admin projects as assigned, including research
   

Required Qualifications & Skills

• A minimum 3 years of experience supporting business executives in large organizations in an administrative role

• Maintain standards of strict confidentiality regarding all matters and documents
• Ability to make independent decisions when handling sensitive and confidential information, while exercising good judgment and discretion when EVP is out of the office
• Very detail oriented and organized, with a proven ability to manage multiple high priority projects and appropriately prioritize work
• Proactively anticipate needs of EVP and manage office time efficiently
• Ability to maintain an efficient office, files, database, and information
• Professional, friendly, easy-going manner to handle varied personalities, responsibilities and assignments
• Ability to multitask and deliver under tight deadlines with a calm, professional manner
• Excellent written and verbal communications and interpersonal skills to assure successful interaction with senior executives and filmmakers, as well as business unit contacts and key external partners
• High-level competency in general administrative skills including answering the phone, filing, etc.
• Excellent typing skills with proficiency in Microsoft Office Suite including Word, Excel, PowerPoint, Keynote and Outlook for meeting requests and calendaring
• Ability to work overtime when necessary
• Team player - willing to work with other assistants and staff at all levels in support of the marketing team in Burbank and worldwide
• Positive attitude and the ability to be proactive, resourceful and flexible

The hiring range for this position in Burbank, CA is $63,400 to $85,000 per year based on a 40 hour work week. The amount of hours scheduled per week may vary based on business needs. The base pay actually offered will take into account internal equity and also may vary depending on the candidate’s geographic region, job-related knowledge, skills, and experience among other factors. A bonus and/or long-term incentive units may be provided as part of the compensation package, in addition to the full range of medical, financial, and/or other benefits, dependent on the level and position offered.