Executive Assistant, Business Affairs & Legal Counsel

Job Posting Title:

Executive Assistant, Business Affairs & Legal Counsel

Req ID:

10133703

Job Description:

At Disney Theatrical Group we strive to create a culture of innovation, inclusion, collaboration, and creativity.  Stories shape how we see ourselves and everyone around us. As storytellers, we have the power to not only uplift and inspire, but also to champion the spectrum of voices in our world.  If you want to help tell compelling, diverse, and enduring stories through live theater, we want to hear from you.

Disney Theatrical Group currently seeks an enthusiastic, hard-working Executive Assistant to support the Senior Vice President, Business Affairs and Legal Counsel. This role must ensure an efficient and approachable office atmosphere, manage the constant flow of information, be expert at pivoting among many tasks, and proactively coordinate the demanding workload of the team.

An ideal candidate will demonstrate poise, discretion, sound judgment along with a high-level of maturity. A successful candidate should be adept at understanding the nuances of supporting executive management, as well as various team members, with strong interpersonal skills to work effectively with diverse styles and shifting priorities.

RESPONSIBILITIES INCLUDE:

• Provide administrative support to Senior Vice President, Business Affairs & Legal Counsel and handle administrative needs of Business Affairs and Legal Counsel department, including two Director-level attorneys.
• Calendar Management: Manage significantly active and often-changing calendar.  Facilitate meetings including communicating participants with time, location, attendees, and agenda. Set up conference calls and operate the videoconferencing system when necessary. Regularly review daily/weekly/monthly calendar and travel plans and anticipate information on materials required in advance. Arrange weekly department meetings.
• Executive Travel: Coordinate domestic and international travel. Provide executives with complete and accurate itineraries with directions.
• Phone Coverage: Answer phone calls promptly and cordially. When executives are not immediately available, actively solidify a time to return and ensure complete follow-up. Check voicemails regularly when executives are out of the office, including dialing in to check voicemails on remote days.
• Expense Reporting: Reconcile corporate card payments promptly, and prepare expense reports for Finance Department.
• Departmental Office Management: Coordinate storage/facility needs, ordering supplies, business cards, stationery, etc.
• Department Liaison:  Serve as a liaison between other departments, including the Executive Office and International DTG Offices.
• Contract Administrative Assistance:  Assist with Docusign, NetDocuments and other elements of contract and file maintenance as needed.
• License and Permit Maintenance:  Maintaining records of certain legal documents, including filling out and preparing certain simple legal forms and coordinating finalization, execution and recording with internal Disney departments and third-party agents.  Preparing certain permit and other legal applications.  Other limited legal assistance work.
• Welcoming Guests:  Welcome and host guests/visitors as required including, on rare occasion, greeting guests/visitors at DTG’s productions and events on nights and/or weekends. 
• Event Coordination:  Assist in coordination of department events.

Basic Qualifications:

• 2+ years executive-level administrative support experience 
• Comfortable in a fast-paced environment; understands deadlines and effectively prioritizes to meet them; good multitasker
• Well-versed in all areas of Microsoft Office, including Outlook, Word, Excel
• Familiarity with contracts
• Proven organizational skill, with attention to detail and follow-through. 
• Strong verbal, written and interpersonal communication skills. 
• Experience and success working effectively with diverse and strong personalities. 
• Detail-oriented and strong proofreading skills
• Discreet with confidential and highly sensitive information and documentation
• Responsibilities may include errands and occasional heavy lifting (up to 50 lbs.)
• Flexibility to work overtime, when required. 
• This role is in-office based in New York, NY. Must be available to work onsite 4 days per week.

Desired Qualifications: 

• Knowledge of SAP, Concur, NetDocs and Docusign preferred
• Work experience within The Walt Disney Company and/or law offices
• Notary public a plus
• Interest in and knowledge of theatre industry

Disney Theatrical Group, a division of The Walt