Executive Assistant, Walt Disney Imagineering Research & Development

Job Posting Title:

Executive Assistant, Walt Disney Imagineering Research & Development

Req ID:

10112320

Job Description:

About the Role & Team

Walt Disney Imagineering makes the impossible possible, by combining innovation and storytelling to bring Disney stories, characters and worlds to life. Imagineering is the master planning, creative development, design, engineering, production, project management, and research and development arm of The Walt Disney Company. Its talented Imagineers are responsible for the creation - from concept initiation through installation - of all Disney Resorts, theme parks and attractions, real estate developments, regional entertainment venues, and new media projects. Disney Imagineers are dedicated individuals who bring together the best aspects of creativity, innovation, and passion.

At Imagineering Research and Development, our mission is to use technology to build new experiences for our Guests and new tools for Imagineers and the Cast Members who power our parks. R&D is a team of engineers, designers, artists, and scientists who share a passion for solving hard problems and building ground-breaking experiences.

This is an On-Site Full-Time role based in Glendale, CA. Please note that relocation will not be available.

You will report to a Vice President & Executive, Research & Development.

What You Will Do

We’re looking for a proactive, organized, adaptable Executive Assistant to provide exceptional administrative support for two WDI R&D Studio Executives and secondary support for department needs as required.  You’d be a key member of a multidisciplinary, high-visibility team developing new tools, technologies, and techniques for Disney's theme parks, attractions, and resorts worldwide.

The successful candidate will operate as the primary point of contact for two WDI R&D Executives with an emphasis on managing and prioritizing extremely busy calendars.  You will need to respond quickly and efficiently, anticipating the needs of your executives and always staying one step ahead.  You will demonstrate professionalism, initiative, a results-driven mindset, adaptability, accountability for your work, and a strong team-oriented approach.

On any given day, the role may require you to complete many of these tasks, often simultaneously:

Schedule Management & Prioritization

• Manage leader calendars including scheduling meetings, responding to meeting requests, and resolving calendar conflicts in line with leader priorities and studio goals

• Coordinate with other executive calendars, often across multiple locations and time zones

• Proactively prepare leaders for meetings, ensuring adequate travel and preparation time, scheduling any pre-meetings or work sessions, and confirming that all necessary stakeholders are included

• Anticipate future needs with regards to scheduling, communication, follow-up and support

• Exercise judgment and prioritize complex schedules and tasks accordingly

Travel and Events

• Book travel and create detailed itineraries when needed, including complex international trips, event ticketing, and dining reservations

• Coordinate travel planning and reservations with other EAs (if multiple executives are traveling together) to ensure everyone has the same information

• Manage and reconcile expense reports, invoices, and receipts, in accordance with company policies

• Greet and assist visitors for work sessions and special events – including senior executives, strategic partners, and high-profile VIPs – maintaining a high degree of professionalism and confidentiality

• Assist as needed with coordination, both on-site and off-site, of workshops, team events, and demos, including internal and external partners, vendors, and collaborators (agendas, catering, travel coordination, and day-of event management)

• Assist with general departmental tasks, including ordering snacks and stocking supplies

Collaboration & Communication

• Establish positive rapport and strong partnerships with leaders, other assistants, and colleagues

• Regularly handle sensitive information in a discrete and confidential manner

• Efficiently prioritize and respond to incoming messages and meeting requests across multiple collaboration tools and platforms, ensuring timely communication

• Help set up conference rooms for meetings, including basic audiovisual and teleconferencing set up and troubleshooting

• Consistently provide and receive feedback from others in a constructive manner to encourage professional growth and foster an environment o